Retention Periods for P.O. Forms
Form/
Label
No.
Title
Employee's City or County Withholding Certificate
PS Form 4
PS Form 7
PS Form 17
PS Form 25
PS Form 296
Service Record
Stamp Requisition / Stamp Return
Trust Fund Account
Custody Receipt
Retention Period
Maintain on permanent (right-hand) side of the employee's
personnel file.
Blank
3 years
2
2 years plus current fiscal year
1
3 years from last date of activity
2
Return to individual or destroy when accountability is
terminated.
3828
Cutoff*
Blank
Discrepancy of $100 or More in Financial Responsibility
PS Form 571
PS Form 697
2 years, plus current fiscal year
3828
3
2 years
Blank
2 years
2
PS Form 800
Money Order Expense Adjustment
B
2 years
1
PS Form 824
2 years, plus current fiscal year
1
PS Form 773
PS Form
961-A
PS Form 969
PS Form 991
PS Form
1000
PS Form
1011
Extension of City Delivery Service
Records Transmittal and Receipt
Journal Entry Form
2771
Post Office Property Record
Material Recycling and Disposal
Application for Promotion or Assignment
Domestic or International Claim
Travel Advance Request and Itinerary Schedule
Blank
Blank
Dispose of in not less than 1 year and not more than 2
years.
1
2 years
2
3 Years beyond last action
3
2 years, plus current fiscal year
1
PS Form
1012
Travel voucher
PS Form
1012-E
eTravel Expense Report Overnight Travel
PS Form
1017-A
Unauthorized Overtime Record
PS Form
1017-B
Time Disallowance Record
PS Form
1018
PS Form
1091-A
PS Form
1091-B
PS Form
1093
PS Form 1094
PS Form 1096
3 years
1
3 years
1
3 years
1
3 years
1
2 years
1
2 years
2
2 years
2
2 years
2
eTravel Repayment for Overpayments or Cash Advances
Post Office Box Fee Register (Note: If automated, delete
customer record upon termination of service).
Register for Caller Service Fees (Note: If automated, delete
3828,3844,3845
customer record upon termination of service).
Application for Post Office Box or Caller Service
2771,3917,3917,39
Request for Post Office Box Key or Lock Service
Receipt
2 years
2
2 years
1
2 years, plus current fiscal year
1
2 years, plus current fiscal year
1
2 years, plus current year
1
Claim for Reimbursement for Expenditures on Official Business
PS Form 1164
PS Form
1164-A
PS Form
1164-E
Claim for Reimbursement for Postal Supervisors
eTravel Expense Report ¿ Local Travel (Jan., 2004)
Cancellation of Organization Dues from Payroll Withholdings
PS Form 1188
Maintain on permanent (right-hand) side of the employee's
official personnel file.
PS Form 1192 U.S. Savings Bond Authorization for Purchase and Request for
13 PPs
Blank
1
Change
PS Form
1199-A
PS Form 1216
PS Form 1221
PS Form 1224
PS Form
1230-C
PS Form 1233
PS Form 1234
PS Form
1236-A
PS Form 1260
PS Form 1261
PS Form 1262
PS Form 1268
PS Form 1269
PS Form 1311
PS Form 1312
PS Form 1314
PS Form
1314-A
Direct Deposit
Employee's Current Mailing Address
Advanced Sick Leave Authorization
Court Duty Leave -- Statement Of Service
Time Card - Other Service
Project Financial Change/Completion Report
Utility Card
Weekly Loan, Transfer, and Training Hours
Non-Transactor Card
Non-Transactor Report
PSDS Loaned Employee Non-Transactor Card
Employee Suggestion Control Record
Employee Suggestion
Carrier Transportation Agreement
Local Transportation Payment
Regular Rural Carrier Time Certificate
Auxiliary Rural Carrier Time Certificate
13 pay periods
Destroy after computer processing is verified.
1
Blank
3 years
1
3 years
1
3 years
1
6 years after contract closeout
2
3 years
1
3 years
1
Blank
Blank
Blank
Blank
1 AP
1
2 years
Blank
2 years
2
2 years
2
3 years
1
3 Years
1
3 Years
1
PS Form 1357
Request for Computer Access
Blank
Blank
Request for Payment of Postmaster Replacement and/or RSC F
PS Form 1377
3 Years
1
2 years, plus current fiscal year
1
Postmaster Changes
PS Form 1412
PS Form 1476
PS Form 1481
PS Form 1483
PS Form 1508
PS Form 1509
PS Form 1510
PS Form 1532
PS Form 1542
PS Form 1564
Daily Financial Report
PSDS EMR Items Transcript
Register of Checks Drawn on Symbol 9500
Accounting Copy - 9500 Form
Statement by Shipper of Firearms
Sender's Application for Recall of Mail
Mail Loss/Rifling Report
Semiannual Check of Overflow Mail
Service Point Delivery Requirements
Address Change Sheet
PS Form
1564-A
Delivery Instructions
PS Form
1564-B
Special Orders
PS Form 1567
PS Form 1571
PS Form
1578-B
PS Form 1583
Requisition for Rubber Hand Canceling Stamps
Undelivered Mail Report
Requisition for Facing Slips or Labels
Application for Delivery of Mail Through Agent
Destroy after computer processing is verified.
Blank
4 years
1
4 years
Blank
1 year
1
2 APs
Blank
1 year
3
1 year
Blank
1 year
1
1 year
Blank
Destroy when updated/superseded or a subsequent review is
completed.
Blank
1 year
2
Dispose of in not less than 1 year and not more than 2 years.
Blank
2 years
Blank
1 year
Blank
2 years
1
PS Form 1586
PS Form 1590
Dispose of in not less than 1 year and not more than 2 years.
Supply Record
Supplies and Equipment Recipt
Blank
1 year after form is closed (supplies/equipment returned)
2
1 year
1
1 PQ
Blank
Work Assignment and Mail Count (Messenger Operations)
PS Form 1597
PS Form 1604
PS Form 1608
PS Form 1621
PS Form 1627
PS Form 1700
PS Form 1717
PS Form 1723
PS Form 1726
PS Form 1727
PS Form 1764
PS Form 1767
PS Form 1768
PS Form 1769
PS Form 1770
PS Form 1772
Confirmation of Trust Fund Balance
Emergency Salary Authorization
Delivery Management Report
General Purpose Ruled Form
Accident Investigation Worksheet
Bid for Preferred Assignment
Assignment Order
Employee Suggestion Acknowledgment/Advice:
Award Recommendation/Authorization
3274
Accident Analysis Summary
Report of Hazard, Unsafe Condition, or Practice
Safe Driver Award Committee Decision
Accident Report
Mail Piece Spill or Leak Incident Report
Accident Log
2 years, plus current fiscal year
2
1 year
2
2 years
Blank
3 years
2
6 months
2
3 years
1
Blank
Blank
4 years
2
5 years
1
5 years
1
4 years
2
5 years
1
5 years
1
5 years
1
PS Form 1773
PS Form 1782
PS Form 1783
PS Form
1804-C
Report of Hazard Log
Training Request and Authorization
On-the-Job Safety Review/Analysis
5 years
1
Form is obsolete, replaced by eBuy2
1
5 years
1
2 years
2
2 years
Blank
1 year
6
1 year
6
1 year
6
1 year
6
2 years, plus current fiscal year
1
1 year
6
1 year
6
2 years, plus current fiscal year for Field Offices; 5 years, plus
current fiscal year for eIWS
2
2 years, plus current fiscal year
1
Postmaster's Certification of SDM Equipment Maintenance
Late Leaving and Returning Report - First Carrier Delivery Trip
PS Form 1813
Carrier's Count of Mail - Letter Carrier Routes (Management
PS Form 1838
Summary]
PS Form
1838-A
PS Form
1838-B
PS Form
1838-C
Carrier's Count of Mail - Parcel Post and Combination Services
Worksheet/Management Summary
Parcel Post Firm Delivery Worksheet
Carrier's Count of Mail - Letter Carrier Routes Worksheet
Payment Record for Carrier Drive Out Agreements
PS Form 1839
Carrier Delivery Route - Summary of Count and Inspection
PS Form 1840
PS Form
1840-B
PS Form 1902
PS Form 1908
PS Form 1915
PS Form 1994
Carrier Time Card Analysis
Justification for Billing Accounts Receivable
Financial Adjustment Memorandum
Authorization to Flag Employee's Accounts
Employee's Work Schedule
3 years
Blank
3 years
Blank
PS Form 2016
PS Form 2025
PS Form 2081
PS Form 2106
PS Form 2130
PS Form 2134
PS Form 2146
PS Form 2198
PS Form 2202
PS Form 2240
Mail Theft and Vandalism Complaint
Contract Personnel Questionnaire
Contractor Employee Assignment Notification
Adjudication - Tort Claims
Claim for Loss
EMCA Uncollectible
Employee's Claim for Personal Property
Tort Claim
Daily Time Record
Pay Leave or Other Hours Adjustment Request
PS Form
2240-R
Rural Pay or Leave Adjustment Request for PS Form 1314
PS Form
2240-RA
Rural Pay or Leave Adjustment Request for PS Form 1314-A
PS Form 2243
PS Form
2371-A
PS Form 2432
PSDS Hours Adjustment Record
MOD 2 Performance Summary - Mail Volume
Individual Training Progress Report
1 year
3
1 year
2
1 year
2
3 years
2
2 years, plus current fiscal year
1
2 years, plus current fiscal year
1
3 years
1
2 Years , plus current fiscal year
2
3 years
Blank
3 years
1
3 years
1
3 years
1
3 years
1
2 years
Blank
5 years
1
3 years
Blank
Maintain on permanent (right-hand) side of the employee?s
official personnel file.
Blank
Driving Record - For Positions That Require Driving
PS Form 2480
PS Form 2548
Individual Training Record - Supplement Sheet
PS Form 2550
PS Form 2591
PS Form 2848
PS Form 2856
Interview Notice
Application for Employment
Rural Carrier Route Mail Acceptance Data
Damage Report of Insured Parcel and Contents
PS Form
2858-C
City Carrier Cost System - FY92
PS Form
2858-R
Rural Carrier Cost System - FY92
PS Form 2866
PS Form
2866-IP
PS Form 2880
PS Form 2933
PS Form 2944
Presort Verification Record
5 years
Blank
2 years
2
Blank
Blank
3 years
1
5 years
1
5 years
1
1 year
1
1 year
2
Blank
Blank
1 Year
Blank
In-Plant Verification for Second- and Fourth-Class Matter
Physical Inventory Certification / Adjustments
Register of Uncollected Customs Charges
2 years, plus current fiscal year
1
PS Form 2976
30 days
1
PS Form 2976 Customs Declaration and Dispatch Note CP 72 (May, 2009)
-A
30 days
1
PS Form 3077
13 pay periods
2
2 years, plus current fiscal year
1
3 years
1
Receipt for Customs Duty Mail
Customs Declaration CN 22 - Sender's Declaration (Dec., 2009)
PS Form 3083
Request to Forward Salary Check
Trust Accounts Receipts and Withdrawals
Request for Temporary Schedule Change for Personal
PS Form 3189
Convenience
PS Form
3203-X
Personalized Envelope Order Form
2 years, plus current fiscal year
Blank
PS Form 3205
PS Form 3217
PS Form 3220
PS Form 3227
PS Form
3227-R
PS Form 3236
Requisition for Plain Stamped Envelopes
Order for Forms 3216
Claim for Stamped Envelope Discount
2 years
1
2 years
1
2 years, plus current fiscal year
1
Stamps by Mail
Dispose of after audit of accountability/next stamp credit
examination or resolution of differences, whichever is longer.
Blank
Stamp Purchase Order (Rural)
Dispose of after audit of accountability/next stamp credit
examination or resolution of differences, whichever is longer.
Blank
Uniform Allowance Cap Disbursements
2 years, plus current fiscal year
1
Stamp Stock Destruction Committee Notice of Appointment
PS Form 3237
3 years
Blank
2 years
1
2 years, plus current fiscal year for Field Offices, 3 years plus
current fiscal year for eIWS
1
1 year
3
2 years, plus current fiscal year
1
2 years, plus current fiscal year
1
1 year
2
PS Form 3317 Retail and Philatelic Products-clerk¿s Daily Sales Record
-A
1 year . - See code # 7 for Retail Assoc.
1
PS Form 3368
2 years
2
2 years, plus current fiscal year
2
Stamps & Stamped Paper Destruction Certificate
PS Form 3238
Payroll Deduction Authorization to Liquidate Postal Service
PS Form 3239
Indebtedness
PS Form 3240
PS Form 3293
PS Form 3294
Uniform Allowance Inquiry
Retail Vending Credit Examination
Cash and Stamp Stock Count and Summary
Daily Record of Stamps Stamped Paper and Non- postal Stamps
PS Form 3295
on Hand
Stamp Credit Examination Record
PS Form 3368
Accountability Examination Record
-P
PS Form 3369
PS Form 3499
Consigned Credit Receipt
Operations Analysis Report
2 years, plus current fiscal year
2
2 years
Blank
3 years
2
2 years
2
1 year
2
5 years
1
2 years, plus current fiscal year for field offices, 4 years plus
current fiscal year for eIWS
1
2 years
3
4 years
1
3 years
1
3 years
1
2 years
1
1 year
1
2 years
1
Application for Periodicals Mailing Privileges (Sept., 2007)
PS Form 3500
Record of Deposits Made While Second-Class Application Is
PS Form 3503
Pending
Application for Additional Entry, Reentry, or Special Rate Request
PS Form 3510
for Periodicals Publication
Statement of Ownership, Management, and Circulation
PS Form 3526
Application for Refund of Fees, Products and Withdrawal of
PS Form 3533
Customer Accounts
Irregular Handling of Undeliverable Periodicals Publication
PS Form 3538
Postage Statement Periodicals One Issue or One Edition
PS Form 3541
PS Form
3541-C
Periodicals Certification for Multiple Issues (On the Same Day)
PS Form
3541-E
Periodicals Certification for Multiple Issues (Not on the Same Day)
PS Form
3541-M
Postage Statement Periodicals All Issues in a Calendar Month
PS Form 3543
PS Form 3544
PS Form 3548
(Special) Record of Periodicals Postage
USPS Receipt for Money or Services
Review and Verification of Circulation
Destroy when updated/superseded or a subsequent review is
completed.
Blank
PS Form 3555
PS Form 3575
Report of Returned Mail
2 years
Blank
18 months
1
4 years
1
4 years
1
4 years
Blank
PS Form 3600
Postage Statement ¿ First-Class Mail
FCM
4 Years
Blank
PS Form 3600 Postage Statement ¿ Priority Mail ¿ Permit Imprint (April, 2011)
PM
4 Years
Blank
PS Form
3601-C
2 years
1
2 years
Blank
4 Years
Blank
4 Years
Blank
PS Form 3602
Postage Statement Nonprofit Standard Mail
-N
4 years
1
PS Form 3602
Statement of Mailing Bulk Rates
-PC
4 years
1
PS Form
3602-PO
2 years
1
4 years
1
1 year
2
Change of Address Order
Every Door Direct Mail (EDDM) Retail (April, 2011)
PS Form 3587
PS Form
3600-R
PS Form 3600
EZ
Postage Statement - First-Class Mail - Permit Imprint
Postage Statement ¿ First-Class Mail - Easy - Nonautomation
Letters, Cards, or Flats
Postage Meter Activity Report
PS Form 3602
Daily Record of Meter Register Readings
-A
PS Form 3602
-C
PS Form 3602
-EZ
Consolidated Postage Statement- Supplement Standard Mail and
Nonprofit Standard Mail
Postage Statement ¿ Standard Mail - Easy - Nonautomation
Letters or Flats (April, 2011)
Postage Collected Through Post Office Meter
PS Form 3602
Postage Statement - Standard Mail
-R
Nonuse Revocation of Mailing Permit or Meter License
PS Form 3604
PS Form
3605-PC
Statement of Mailing with Meter Postage Affixed - Priority Mail and
4 years
Blank
PS Form 3605
Postage Statement - Package Services
-R
4 years
Blank
PS Form 3607
2 years
1
4 years
Blank
1 year
2
2 years
1
Blank
1
PS Form
3608-R
Zone-Rated Fourth-Class Mail
Weighing and Dispatch Certificate
Postage Statement - Media Mail or Library Mail - Permit Imprint
Record of Permit Imprint Mailings Under Domestic Mail Manual
PS Form 3609
145
PS Form
3609-PO
Control for Post Office Meter
PS Form
3609-SP
Record of Permit Imprint Mailings
PS Form 3613
Cancellation of Permit
4 years
Blank
2 years
2
2 years
Blank
1 year
2
3 years
2
3 years
2
2 years
1
2 years
1
2 years
1
Mailing Permit Application and Customer Profile (Feb., 2008)
PS Form 3615
PS Form 3616
PS Form 3619
Report of Quarterly Verification of Metered Mail
Permit Number Record
Application for Nonprofit Standard Mail Rates at Additional Mailing
PS Form 3623
Office
Application to Mail at Nonprofit Standard Mail Rates
PS Form 3624
PS Form
3630-G
Penalty Business Reply Mail Monthly Report
PS Form
3633-G
Daily Recap for Official Mail
PS Form
3637-G
Batch Header for Official Mail
PS Form
3638-G
PS Form
3639-G
Penalty Mail Postage Due Monthly Report
2 years
1
2 years
1
4 years
Blank
4 years
Blank
2 years
Blank
1 year
Blank
1 year
3
2 years
3
1 year
Blank
1 year
2
1 year
2
2 years
1
2 years
1
3 years
2
2 years
1
2 years
blank
2 years
blank
Penalty Merchandise Return Service Monthly Report
Statement of Mailing - International Surface Air Lift
PS Form 3650
Postage Statement - International Priority Airmail
PS Form 3652
PS Form 3701
PS Form 3702
PS Form 3721
PS Form 3743
PS Form 3749
PS Form 3801
PS Form
3801-A
PS Form 3806
PS Form
3813-P
Delivery Survey
Test Mailing Record
Publication Watch
Delayed Mail Report - All Post Offices
Irregularities in the Preparation of Mail Matter
Standing Delivery Order
Agreement by a Hotel, Apartment House, or the Like
Receipt for Registered Mail
Insured Mail Receipt
Plant-Load Authorization, Application, Worksheet and Agreement
PS Form 3815
PS Form 3816
PS Form 3821
PS Form 3822
COD Mailing and Delivery Receipt
Clearance Receipt
COD Tag Transmittal
PS Form 3826
1 year
Blank
1 year
Blank
2 years
1
2 years
3
2 years
Blank
7 days
2
2 years
1
2 years
1
2 years
Blank
1 year
Blank
2 years
1
2 years
1
*2 years
1
PS Form 3883
Firm Delivery Receipt
A
2 years
1
PS Form 3902
2 years
2
2 years
Blank
2 years
Blank
PS Form 3827
PS Form
3830-A
PS Form 3841
PS Form 3845
PS Form 3849
PS Form 3854
PS Form
3854-A
PS Form 3867
Registry Irregularity Report
Irregularity Report of Insured and COD Mail
Registry Dispatch Record
Post Office Record of Claim
Annual Verification of Circulation
Delivery Notice/Reminder/Receipt
Manifold Registry Dispatch Book
Registered Mail Dispatch Bill
Accountable Mail Matter Received for Delivery
Receipt Verification - Insured and Returned COD Mail
PS Form 3871
PS Form 3877
PS Form
3881-X
PS Form 3883
PS Form 3921
Firm Mailing Book for Accountable Mail
Supplier and Payee Electronic Funds Transfer (EFT) Enrollment
Firm Delivery Book for Accountable Mail
Form 3977 Log and Lock Examination
Volume Recording Worksheet
Customer Services Volume Recording Worksheet
PS Form 3922
PS Form 3925
PS Form 3930
PS Form 3932
PS Form 3956
PS Form 3958
PS Form 3959
PS Form 3968
PS Form
3970-T
PS Form 3971
PS Form 3972
PS Form 3973
Daily Address Information Operations Analysis
Operations Analysis
CSMDS Plan Input Sheet
Authorization for Medical Attention
Unit Reserve Stamp Stock Transaction Record
Daily Recap-Stamp Stock Transactions
Daily Mail Collection Record
Donated Leave Transfer
Request for or Notification of Absence
Absence Analysis
Military Leave Control
Duplicate Key, Combination and Password Envelope Employee¿s
PS Form 3977
copy**
PS Form
3978-B
Parcel Distribution
PS Form
3978-D
Accountable Mail
PS Form 3996
PS Form 3997
PS Form 3998
PS Form 3999
Carrier - Auxiliary Control
Unit Daily Record
Unit Summary of City Delivery Assignments
Inspection of Letter Carrier Route
2 years
Blank
2 years
Blank
2 years
Blank
2 years
1
2 years
1
2 years
1
2 years
Blank
3 years
1
3 years
1
3 years
Blank
3 years
1
Follow instructions on the form and maintain in a secure
location for the life of each credit
2
1 year
Blank
1 year
Blank
2 years
Blank
2 years
Blank
2 years
Blank
1 year
1
PS Form
3999-A
Deliveries/Inspection Record - Worksheet
PS Form
3999-B
Inspection of Collection Route
PS Form 4003
PS Form
4003-A
PS Form
4015-A
PS Form
4015-B
PS Form
4015-C
PS Form
4015-D
PS Form
4015-E
PS Form
4015-F
PS Form 4024
PS Form 4027
PS Form 4209
Official Rural Route Description
Official Rural Route Description (Continuation Sheet)
2 years
Blank
2 years
Blank
Retain the most recent complete copy of PS Forms 4003 and
4003-A. Forms 4003 and 4003-A showing only the lines
changed may be removed when complete Forms 4003 and
4003-A are prepared that include these changes. Form 4003,
OPF copy, must be retained permanently.
Blank
Retain the most recent complete copy of PS Forms 4003 and
4003-A. Forms 4003 and 4003-A showing only the lines
changed may be removed when complete Forms 4003 and
4003-A are prepared that include these changes. Form 4003,
OPF copy, must be retained permanently.
Blank
3 years
Blank
3 years
Blank
3 years
Blank
3 years
Blank
3 years
Blank
3 years
Blank
1 year
Blank
1 year
Blank
Rural Carrier Agreement to Use Annual Leave Pursuant to Election
of Higher Route Classification
Rural Carrier Agreement to Terminate Guarantee
Rural Carrier Agreement to Terminate Guarantee (Exercising
Retreat or Bidding Rights)
Rural Carrier Agreement to Terminate Guarantee
Rural Carrier Agreement to Use Annual Leave Earned to Reduce
Actual Work Hours
Rural Carrier Agreement to Use Annual Leave Earned to Obtain
Protected Salary
Request to Repair Roads
Petition for Change In Rural Delivery
Project Authorization
PS Form 4211 Facility and Fixed Mechanization Project Contract Payment
6 years after contract closeout
2
6 years afters contract closeout
2
-A
Authorization
PS Form 4211
Invoice and Payment Authorization
-B
6 years after contract closeout
PS Form 4239
Destroy when updated/superseded or a subsequent review is
completed.
PS Form 4240
PS Form 4241
PS Form
4241-A
PS Form 4248
Rural Route Count of Mail
Rural Carrier Trip Report
Rural Delivery Statistics Report
Rural Route Evaluation
Rural Route Inspection Report
3 years
2
Blank
1
Retain latest copy. All others may be destroyed after 3 years.
Blank
Retain latest copy. All others may be destroyed after 3 years.
Blank
2 years
1
2 years
2
1 year
3
1 year
Blank
2 years
Blank
3 years
Blank
1 year
2
3 years
1
3 years
1
3 APs
1
3 APs
1
1 year
2
Rural Customer Delivery Instructions (March, 2010)
PS Form 4262
PS Form
4314-A
Consumer Service Card (Spanish)
PS Form
4314-C
Consumer Service Card
PS Form 4315
PS Form 4460
PS Form 4503
PS Form 4508
PS Form 4509
PS Form 4513
PS Form
4513-A
PS Form 4515
Evaluation of Routes for Motorization
Vehicle Record/Trip Ticket
Vehicle Delivery Control Sheet
Vehicle Maintenance Facility Inventory Order
VMF Inventory Purchase
Scheduled/Unscheduled Maintenance Record
Scheduled/Unscheduled Shop Maintenance Record
Vehicle Assignment Justification and Request
PS Form 4523
PS Form 4529
PS Form 4533
Damage Claim Certification - Hired Vehicle:
Inventory/Parts Tools
MVS Schedule
Blank
Blank
3 years
Blank
1 year
1
3 years
1
6 months
1
3 years
2
On completion of work order
2
1 year
1
Inventory Adjustment Record and Parts Transferred Between
PS Form 4534
VMFs
PS Form 4539
PS Form 4541
PS Form 4565
Railroad Van Movement Log
Order-Invoice for Vehicle Repair
Vehicle Repair Tag
Commercial Service Station Procurement Record
PS Form 4567
PS Form 4569
PS Form 4570
PS Form 4572
Vehicle Use Plan
Vehicle Time Record:
Tractor Log
Destroy when updated/superseded or a subsequent review is
completed.
Blank
Blank
Blank
6 months
1
Daily Record of Gasoline, Diesel Fuel, and Motor Oil Issued
PS Form 4574
PS Form 4575
PS Form
4575-A
PS Form 4577
PS Form 4582
PS Form 4584
MVS Vehicle Survey
Five Day Summary - Motor Vehicle Service Vehicle Utilization
Leased Vehicle Condition Report:
Operator's Record
Observation of Driving Practices
1 year
Blank
Destroy when updated/superseded or a subsequent review is
completed.
Blank
Destroy when updated/superseded or a subsequent review is
completed.
Blank
Blank
Blank
4 years
2
4 years
2
PS Form
4584-P
PS Form 4586
Observation of Driving Practices-Powered Industrial Trucks (PITs)
3 Years
Accident Information:
1
Blank
Blank
2 years
Blank
1 year after sale of vehicle
Blank
Request to Repair, Replace, or Dispose of Postal ¿ Owned Vehicle
PS Form 4587
PS Form 4594
PS Form 4595
Vehicle Sales Request and Report
Postal Vehicle Sale/Purchase Agreement
Mounted Tires and Batteries Authorized for Fleet Use
PS Form 4625
PS Form 4626
PS Form 4703
PS Form 4707
PS Form 4805
PS Form 4841
PS Form 4851
PS Form 4852
Vehicle Fuel and Motor Oil Purchase Record
Out of Order (Trailer Tag)
Out-of-Order Tag:
Maintenance Work Order Request
Fuel and Utilities Record
Housekeeping Inspection
Workload Analysis and Summary
2 years
Destroy when updated/superseded or a subsequent review is
completed.
2
Blank
3 years
1
1 AP
1
Blank
Blank
2 years
Blank
2 years
Blank
1 year
Blank
2 years
Blank
1 year
1
1 year
1
1 year
1
Relocation - Miscellaneous Expense Allowance Claim
PS Form 4871
Claim for Subsistence Expenses - Temporary Quarters
PS Form 4872
Reimbursement of Real Estate Expenses - Change of Official
PS Form 4877
Station
PS Form 4984
PS Form 5006
PS Form 5201
PS Form 5397
PS Form 5398
PS Form 5399
PS Form 5406
Repair Parts Requisition:
Dinero Seguro Payment Order Application
Mail Van Inspection
Contract Route Extra Trip Authorization
Transportation Performance Record
Contract Routes Performance Record
Box Delivery Contract Route Survey
Blank
Blank
2 years
1
2 years
2
1 year
2
2 years
2
2 years
2
7 years
2
7 years
2
7 years
2
7 years
2
7 years
2
3 years
2
7 years
2
2 years
1
3 years
2
15 days
2
7 years
2
Highway Contract Route Survey/Service Change
PS Form 5407
PS Form 5420
PS Form 5427
Certification of Insurance
Contract Route Review and Award
Certification of Exceptional Contract Service Performed
PS Form 5429
PS Form 5431
Contract Route Box Customer Notice
Contract Route Statement, Schedule and Specifications
PS Form 5443
PS Form 5445
PS Form 5461
PS Form 5466
PS Form 5479
Stamp Vending Machine Refund Request
Amount Due Deceased Contractor
Late Slip
Contract Adjustments
PS Form 5496
PS Form 5500
PS Form
5500-A
Adjustment Analysis and Report
Contract Route Irregularity Report
Contract Route Irregularity Report
7 years
2
1 year
2
1 year
2
1 year
2
6 months
1
6 months
1
4 months
2
4 months
2
3 years
2
2 Years
1
3 months
1
Cost Evaluation - Postal Vehicle Service versus Contract Service
PS Form 5505
PS Form 5625
PS Form
5625-C
Express Mail Custom Designdd Receipt
Express Mail Custom Designed Service
Express Mail Service Agreement [Pub 223 has 'Express Mail
PS Form 5631
Custom Designed Service Agreement']
Express Mail Corporate Account/Custom Designed Agreement
PS Form 5637
PS Form 5639
Express Mail Corporate Account Application
Daily Passport Applications (DSP-11) Transmittal
PS Form 5659
PS Form 5660
Summary of Passport Applications Accepted
EMS - Express Mail International Service Manifest:
PS Form 5674
PS Form 5909
PS Form 6011
PS Form 6012
PS Form
6012-A
Blank
Road Test Examiner's Certificate
Agreement for Acceptance of Food Items
Operation Santa Letter
Blank
4 years
2
2 years
1
1 year
1
1 year
1
Operation Santa Letter (Organization) Record of Letter(s) Received
by Individuals
PS Form
6012-I
PS Form 6387
PS Form 6401
PS Form 6990
PS Form 7020
PS Form 7340
PS Form
7340-A
PS Form 7355
PS Form 7364
PS Form 7380
PS Form 7381
Operation Santa Letter (Individual)
Rural Money Order Transaction Application
Money Order Inquiry
Invoice-Money Order Forms
Authorized Absence from Workroom Floor
Shipping Instructions for Excess Property
1 year
1
1 year
2
2 years
3
4 years
Blank
3 years
1
Dispose of in not less than 1 year and not more than 2 years.
1
1 year
2
2 years
Blank
Shipping Instructions for Excess Property - Vehicle
Cleaning Agreement
Serviceable Property Tag
MDC Supply Requisition
Requisition for Supplies, Services, or Equipment
Dispose of in not less than 1 year and not more than 2 years.
1
Dispose of in not less than 1 year and not more than 2 years.
1
2 years
1
7 years
2
7 years
2
7 years
2
7 years
2
7 years
2
7 years
2
Transportation Services Bid or Proposal and Contract for Regular
PS Form 7405
Service
PS Form 7406
PS Form 7435
Amendment to Transportation Services Contract
Solicitation for Transportation Services Contract
Solicitation Record - Emergency Highway Contract
PS Form 7439
PS Form 7440
PS Form
7440-A
Contract Route Service Order
Change in Schedule Notice
PS Form 7444
Local Purchase Order
3 years
Blank
7 years
2
7 years
2
7 years
2
Inquiry Concerning Renewal of Transportation Services Contract
PS Form 7445
Transportation Services Renewal Contract for Regular Services
PS Form 7447
Notice of Renewal of Transportation Services Contract for Regular
PS Form 7448
Services
PS Form 8038
PS Form 8039
PS Form 8048
PS Form 8049
PS Form 8075
Employee Statement To Recover Back Pay
Back Pay Decision/Settlement Worksheet
Commercial Emergency Vehicle Hire
Vehicle Hire Pay Adjustment
Mailer Notification Log for Disqualifed Mailings.
PS Form
8105-A
Funds Transaction Report (FTR)
PS Form
8105-B
Suspicious Transaction Report (STR)
N/A
Blank
N/A
Blank
2 years
1
2 years
1
4 years from last date on form
2
N/A
Blank
N/A
Blank
Plant-Verified Drop Shipment (PVDS) Verification and Clearance
PS Form 8125
PS Form 8127
PS Form 8144
Rural Carrier Supplemental Payment
Stamp Discrepancy Report
1 year
1
3 years
Blank
2 years
Blank
5 years
Blank
Freedom of Information Act and Privacy Act Request Report
PS Form 8170
PS Form 8230
Authorization for Payment
2 years for Field Offices, 4 years plus current fiscal year for
eIWS
1
PS Form 8231
PS Form 8232
Vendor Payment 1099 Reporting Form
2 years for field offices, 4 years plus current fisal year for
eIWS
1
Payment for Personal Services Contracts
2 years for field offices, 4 years plus current fiscal year for
eIWS
1
PS Form 9528
Advice of Shipment - Stamp Invoice
OC
4 years
Blank
SF 94
3 years
2
3 years
2
4 years
2
Dispose of in not less than 1 year and not more than 2 years.
1
Dispose of in not less than 1 year and not more than 2 years.
1
Dispose of in not less than 1 year and not more than 2 years.
1
2 years
2
2 years
2
SF 95
Statement of Witness
Claim For Damage, Injury, or Death
The United States Government Certificate of Release of a Motor
SF 97
Vehicle
SF 120
SF 122
SF 123
SF 135
Report of Excess Personal Property
Transfer Order - Excess Personal Property
Transfer Order - Surplus Personal Property
Records Transmittal and Receipt
Request to Transfer, Approval and Receipt of Records to the
SF 258
National Archives of the United States
Multiuse Standard Requisitioning/Issue System Document:
SF 344
Request for Payroll Deduction for Labor Organization Dues
SF 1187
SF 2809
SF 2810
Maintain on the permanent (right-hand) side of the employee's
official personnel file.
Employee Health Benefits Election Form
Notice of Change in Health Benefits Enrollment
Government Property Sales Announcement and Poster Combined
OF 15
OF 16
2735,2736
Sales Slip - Sale of Government Personal Property
Dispose of in not less than 1 year and not more than 2 years.
1
Dispose of in not less than 1 year and not more than 2 years.
1
U.S. Government Motor Vehicle Operator's Identification(Card)
OF 346
3828
4 years
2
4 years
2
Application for Safe Driver Awards (National Safety Council)
V 11P
W-4
W-15
CA-7a
CBP Form
3419ALT
Label 11-A
Employee's Withholding Allowance Certificate
Maintain on the permanent (right-hand) side of the employee's
official personnel file.
State Withholding Tax Exemption Certificate
Maintain on the permanent (right-hand) side of the employee's
official personnel file.
??Injury Comp is an HR function.
Time Analysis Form
Until the close of the Accounting Period
Mail Entry-Customs
3328
Express Mail Post Office to Post Office Service
*6 months
1
*6 months
1
*6 months
1
*6 months
1
3 years
2
2 years
2
1 AP
1
Dispose of in not less than 1 year and not more than 2 years.
1
3 years
1
1 year
2
Express Mail Next Day Service Post Office to Addressee
Label 11-B
Label 11-E
Label 11-F
Blank
Blank
Blank
Blank
Blank
Blank
3328,3942
Express Mail Post Office to Post Office
3828
Express Mail Post Office to Addressee
Over $10.00
Under $10.00
VMF Copies
All Other Copies
Parts and Fuel Inventory Records
Vehicle Maintenance Agreement Records
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Corporate Accounts
Corporate Accounts
1
3 years
1
Discard on receipt/receipt of signed copy.
Suspense Copies
Signed Copies
Money Order Tapes
VMF Copies (Fuel)
All Other Copies
Vehicle Parts and Fuel Requisitions
Other Supply Requisitions
Blank
6 months
1
4 years
1
3 years
1
Dispose of in not less than 1 year and not more than 2 years.
1
3 years
1
Dispose of in not less than 1 year and not more than 2 years.
1
Maintain on the permanent (right-hand) side of the employee's
official personnel file.
OPF Copies
2 PPs
DDE/DR Site Copies
5
Maintain on the permanent (right-hand) side of the employee's
official personnel file.
OPF Copies
2 PPs
5
4 years
2
4 years
2
3328,3942
1 year
1
3328,3942
1 year
1
4 years
2
DDE/DR Site Copies
If superseded
2771
If superseded
Corporate Accounts (Finance Copy)
Corporate Accounts (Finance Copy)
If superseded
1 year
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Blank
Interim
Destroy when updated or superseded or a subsequent review
is completed.
Blank
Permanent
Retain until equipment is transferred/disposed, then forward to
the information service.
Blank
1 AP
Blank
3 years
Blank
1 AP
Blank
3 years
Blank
4 years
2
2 years
2
*6 months
1
1 year
1
*2 years
1
3 years
1
6 months
1
2 years
1
2 years
2
1 year
1
3 APs
1
2 years
2
Corrections
Time Card Supporting Documentation
Corrections
Time Card Supporting Documentation
Adopted Suggestions
Disapproved Suggestions
Express Mail Service
Signature Confirmation Service
All Other Services
EMS - Corporate Account Records
EMS - Receipts/Mailing Statements
Domestic Mail Acceptance Receipts
Vehicle Hire Records
Requirements Survey Records
Vehicle Time Records
Vehicle Hire Records
Blank
Blank
Blank
Accident Records
VMF Accident Case File Records
Vehicle Hire Records
3 years
2
3 years
2
2 years
2