6209.11_40-41
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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
Amendment No.: 6209.11-2013-1
Effective Date: September 18, 2013
Duration: This amendment is effective until superseded or removed.
Approved: WILLIAM H. HELIN
Acting, Associate Deputy Chief
Date Approved: 09/16/2013
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 6209.11-2010-1 to 6209.11_70.
New Document
6209.11_40-41
6 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
!6209.11,40 Contents
(Amendment 6209.11-96-1, 7/19/96)
6209.11,40-41-Part 01
(Amendment 6209.11-96-1, 7/19/96)
6209.11,41-Part 02
(Amendment 6209.11-96-1, 7/19/96)
1 Page
Digest:
40.5 - Revises definitions of terminology used in chapter 40.
41 - Revises direction previously found in sections 42, 44, and 45.
30 Pages
28 Pages
WO AMENDMENT 6209.11-2013-1
EFFECTIVE DATE: 09/18/2013
DURATION: This amendment is effective until superseded or removed.
6209.11_40-41
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FSH 6209.11 - RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 - FILE DESIGNATIONS AND DISPOSITION
Table of Contents
40.5 – Definitions and Acronyms ............................................................................................... 3
41 - SPECIAL RECORDS ............................................................................................... 3
41.1 - Records Associated With American Indians and Alaska Natives .................................... 3
41.2 - Records Created Under the Alpha Filing System............................................................. 4
41.3 - Records Created Under the Consent Decree .................................................................... 5
41.31 - Skills Bank Data Base ................................................................................................ 5
41.32 - Disposition .................................................................................................................. 6
WO AMENDMENT 6209.11-2013-1
EFFECTIVE DATE: 09/18/2013
DURATION: This amendment is effective until superseded or removed.
6209.11_40-41
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FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
The retention authorities (file designations and dispositions) cited in chapter 40 hereby supersede
all previous NARA approved retention authorities, with the exception of records covered by
section 41 below.
40.5 – Definitions and Acronyms
Retention Pending. The retention period for the identified records category is awaiting
approval by the Archivist of the United States, National Archives and Records
Administration (NARA), per 44 USC 3303. Records created and maintained in
categories identified as pending are to be retained on site and may not be (as applicable)
transferred to a Federal Record Center, accessioned to the National Archives, or
destroyed until retention authority is published in FSH 6209.11, chapter 40.
Electronic Records Archives (ERA). National Archive and Records Administration
system that allows Federal agencies to perform records management transactions online.
Agency records management staff use ERA to draft and submit new records retention
schedules, request transfer of records in any format to the National Archives for
accessioning and pre-accessioning, and submit electronic records for storage in the ERA
electronic records repository.
FRC. Federal Records Center.
NARA. National Archives and Records Administration.
41 - SPECIAL RECORDS
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 NARA in
accordance with the applicable NARA standards in place at the time of transfer.
41.1 - Records Associated With American Indians and Alaska Natives
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).
Additional information regarding Tribal Relations can be found in FSM 1560.
WO AMENDMENT 6209.11-2013-1
EFFECTIVE DATE: 09/18/2013
DURATION: This amendment is effective until superseded or removed.
6209.11_40-41
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FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
41.2 - Records Created Under the Alpha Filing System
Records retained under the Forest Service Alpha Filing System are to be retained as indicated
below.
1. Forest supervisor’s office records (all files) dated June 30, 1946 and earlier, filed
under all categories of the FS alpha file plan. These records are designed for permanent
retention and are eligible for immediate transfer to the National Archives and Records
Administration; cite transfer authority N1-95-92-2, item 1.
2. Forest supervisor’s lands files dated on and after July 1, 1946 filed under the
following categories of the FS alpha file plan: L - Land; LU - Land Utilization; and LP Land Planning. These records are designated for permanent retention and are eligible for
immediate transfer to the National Archives and Records Administration; cite transfer
authority N1-95-92-2, item 2.
3. Forest supervisor’s office records dated July 1, 1946 through June 30, 1959:
a. All file folders filed under Forest Service alpha file codes: E – Engineering,
F – Fire Control, FP – Flood Prevention, G – Range Management, I – Information
and Education, M – Watershed Management, O – Operations, P – State and Private
Forestry, S – Timber, U – Recreation and Land, and W – Wildlife (contact the
Agency Records Officer to determine disposition. Cite transfer authority N1-95-96-2,
item 1.
b. All file folders filed under Forest Service alpha file codes: A- Fiscal Control, C –
Chief, D – Regional Forester, and K – Personnel: Destroy immediately per NARA
records schedule N1-95-96-2, item 2.
4. Regional office records dated June 30, 1946, and earlier, filed under all categories of
the FS alpha file plan. These records are designated for permanent retention and are
eligible for immediate transfer to the National Archives and Records Administration; cite
transfer authority N1-95-94-1, item 1.
5. Regional office records dated July 1, 1946 through June 30, 1959, filed under all
categories of the FS alpha file plan. Retention period for these records dependent upon
category; contact the Agency Records Officer to determine disposition (reference NARA
records schedule N1-95-94-1, item 2).
WO AMENDMENT 6209.11-2013-1
EFFECTIVE DATE: 09/18/2013
DURATION: This amendment is effective until superseded or removed.
6209.11_40-41
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FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
41.3 - Records Created Under the Consent Decree
Records disposition schedule N1-95-91-3 authorizes the retention of records created by the
Forest Service, Pacific Southwest Region (R-5) and Pacific Southwest Forest Range Experiment
Station (PSW), according to the Bernardi V. Madigan, Civil Action No. 73-1110 SC (CW).
These records are essential to document the historical record of a class action suit involving the
under representation of women in the Forest Service. The records include but are not limited to:
1. General correspondence.
2. Implementation Plans and Consent Decree Implementation Fund files.
3. R-5 and PSW FSH 6109.22, Consent Decree Handbook, supplements, amendments,
and interim directives, which are separately maintained as a permanent record under
1100-1, Record Copies. The Resolution Agreement and the Accomplishment Schedule
are also contained in the handbook.
4. Quarterly Reports and Summaries.
5. Six Month Monitor's Reports.
6. Regional Consent Decree Committee records.
7. Civil action records, including extension and other legal records, stipulations,
hearings, and briefs, which do not include excessive documentation of documents filed
with the related District Court case.
8. R-5 Workforce Management Planning Process records and reports.
9. Other records essential to documenting the consent decree activities, including
VERSASKILL files, clearinghouse files, consent decree action items, and certificates of
candidates.
10. Documentation concerning the Skills Database.
41.31 - Skills Bank Data Base
The Skills Bank Data Base was created pursuant to the Consent Decree for the purpose of
assisting the Forest Service in achieving the goal of eliminating under representation of women
employees with each General Schedules job series represented within its workforce and at each
grade level therein.
WO AMENDMENT 6209.11-2013-1
EFFECTIVE DATE: 09/18/2013
DURATION: This amendment is effective until superseded or removed.
6209.11_40-41
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FSH 6209.11 – RECORDS MANAGEMENT HANDBOOK
CHAPTER 40 – FILE DESIGNATIONS AND DISPOSITION
The data base contains identifying information, skills, work history, abilities, and education of all
permanent employees assigned to Region 5 and Pacific Southwest Forest and Range Research
Station (PSW). The records are stored on disk, magnetic tape, or other electronic media. The
file is updated when an employee wishes to change their individual record. A Privacy Act
system of records exists (USDA/FS-50).
41.32 - Disposition
1. Consent Decree Records. Region 5 and PSW consent decree records are permanent
records (as authorized by NARA records retention schedule N1-95-91-003) and must be
transferred to the Federal Records Center (FRC) one year after the decision made by the
judge to end the Consent Decree (March 26, 1992). The FRC must offer records to the
National Archives 25 years after the end of the decree. All other Forest Service units
should destroy consent decree records according to the retention periods associated with
the file code on the document.
2. Skills Data Base Records. Individual records shall be deleted as employees transfer or
retire out of Region 5 or PSW. Input documents and printouts should be destroyed when
reference value ceases.