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Home > About USPS & News > Forms & Publications > Postal Periodicals and Publications > Manuals > Employee and Labor Relations Manual - Issue 18 > 9 Labor Relations > Introduction
Appendix
Records Control Schedules
Description: These Record Control schedules contain records retention and
disposal information related to most of the records discussed in the
Employee and Labor Relations Manual (ELM). Each record series listed
should include the related papers and forms filed with it. The specific papers
and forms mentioned in the series descriptions are illustrative but not
all-inclusive. Some descriptions refer to forms that are obsolete. However, the
forms were in use when retention and disposal authority was approved for
those records. Therefore, the obsolete forms are still retained in the file, and
they must be held in accordance with approved retention and disposal
instructions.
Privacy Act systems of records are indicated by a numerical designation
enclosed in parentheses (xxx.xxx) after the record series name. Descriptions
of Privacy Act systems are contained in Handbook AS-353, Guide to Privacy
and the Freedom of Information Act. Retention and disposal instructions for
records and forms referenced in this manual can be found in the
Administrative Support Manual (ASM), Section 89, Records Retention, or in
the electronic Records and Information Management System (eRIMS) on the
Intranet.
For records that may be stored at a Federal Records Center (FRC), the
National Archives and Records Administration's (NARA) job approval number
is also provided. For example, the record: NC1-28-XX-YY/ZZ means the
following:
• NC1 or N1 is FRC's internal correspondence control symbol.
• 28 is the group of records to which all Postal Service records are
assigned.
• XX is the fiscal year that retention and disposal instructions for
the specific records series was submitted to NARA for approval.
• YY is the sequential number of the submission that fiscal year.
• ZZ is the sequential number of the records series on the records
control schedule that was submitted to NARA for approval).
The official and approved name for the records series must be used when
preparing XX for storage in a records center. Postal Service records control
numbers (e.g., ACBX.00.03) are also shown. These numbers correspond
with the numbers assigned under the RIMS operated by the Records Office.
These numbers are used for internal Postal Service identification purposes
only.
Disposal: Disposal procedures are described in ASM 895.3.
Cutoff: The cutoff is the date, period of time (e.g., weekly, A/P, monthly, or
annually) or event after which a file should be closed to allow the orderly
transfer to storage and ultimate disposal of a series of records. If no cutoff
date is indicated, the series is cut off annually at December 31.
Questions: For questions concerning the records control schedules,
contact:
RECORDS OFFICE
US POSTAL SERVICE
475 L'ENFANT PLZ SW
WASHINGTON DC 20260-5010.
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