DAA-0048-2015-0003_10-24-18_CrosswalkPending
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Category
Proposed Item-
0048-2015-0003-
Proposed Retention
Proposed Transfer/Destroy Timeline
Records Description
Current Authority
Current RetentionCurrent Transfer/Destroy TimelineChange in retention (if any)Importance/Value
2
Biological Resources & Marine Conservation
0001 - Endangered
Species Recovery Plan
Files and Fish & Wildlife
Data
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 3 years after
cut-off.
Endangered Species Recovery Plan Files -
Material that Supports the Development and
Implementation of a Specific Plan, Including
Preliminary and Draft Plans - These plans
include but are not necessarily limited to
proposals for corrective measures and
NC1-22-78-1,
13b
TEMPORARY.
Destroy 3 yrs after the
goals of the plan are achieved; the plan
is superseded or otherwise rendered
obsolete.
Knowing what plans work, fail, or are superseded could be a great research value and would be useful in creating new plans in similar conditions
3
Biological Resources & Marine Conservation
0001 - Endangered
Species Recovery Plan
Files and Fish & Wildlife
Data
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 3 years after
cut-off.
Endangered Species Recovery Plan Files -
Material that Reflects Repetitive, Routine, or
Housekeeping-Type Activities - These plans
include but are not necessarily limited to
proposals for corrective measures and
recommendations for land acquisition,
NC1-22-78-1,
13c
TEMPORARY.
Destroy when 3 yrs old
or no longer needed.
Knowing what activities are being performed could inform why an intervention worked, failed, or was superseded could be a great research value and would be useful in creating new plans in similar conditions
4
Biological Resources & Marine Conservation
0001 - Endangered
Species Recovery Plan
Files and Fish & Wildlife
Data
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 3 years after
cut-off.
Fish Harvesting - Great Lakes - Records include
data on commercial and sport fishing on the
Great Lakes. Data is also used to study the
population dynamics of several species of fish.
NC1-22-78-1,
32
TEMPORARY. Review annually.
Destroy data which is no longer
needed.
This one sound a bit over the top and specificaly targets research data.
5
Biological Resources & Marine Conservation
0001 - Endangered
Species Recovery Plan
Files and Fish & Wildlife
Data
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 3 years after
cut-off.
Migratory Webless Game Bird Management -
The Webless Migratory Game Bird Program was
designed to provide cooperative funding for both
research and management activities from the
USFWS, state wildlife agencies, and other
NC1-22-78-1,
34
TEMPORARY. Review annually.
Destroy that which is no longer needed.
Unclear what this even contains but migratory bird data is pretty valuable to many researchers
6
Biological Resources & Marine Conservation
0001 - Endangered
Species Recovery Plan
Files and Fish & Wildlife
Data
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 3 years after
cut-off.
Sea Lamprey Data - Documentation to monitor
the Sea Lamprey and its parasitical effects on
the fish in the Great Lakes. The data captures
various efforts to control the Sea Lamprey
population to the benefit of the fish restoration
NC1-22-78-1,
39
TEMPORARY. Review annually.
Destroy when no longer needed.
Knowing what activities are being performed could inform why an intervention worked, failed, or was superseded could be a great research value and would be useful in creating new plans in similar conditions
7
Biological Resources & Marine Conservation
0002 - Critical Habitat
(No Designation) Case
Files
TEMPORARY. Cut off at close of fiscal
year in which the case file is closed.
Destroy 5 years after cut-off.
Critical Habitat Case Files - No Designation
Case Files - Case files or package supporting
decisions to designate a critical habitat under
the Endangered Species Act. Case files
documenting the consideration process for a
N1-022-05-01,
53c
TEMPORARY.Destroy 5 years after
last activity.
Understanding why habitats were given designations of critical or not could be very valuable to research, to determining what is needed to designate a habitat critical, and imporant for transparency of this process at a time when public lands are being sold off to industry
8
Biological Resources & Marine Conservation
0003 - Fish & Wildlife
Coordination Act
Reports and State
Tagger Program Files
TEMPORARY. Cut off after completion of
report or plan.
Destroy 10 years after cut-
off.
Restoration Plan Case Files - Plan Development
Files - Documents the involvement of USFWS in
planning efforts for restoration activities usually
through cooperative efforts with other
N1-022-05-01,
44b
TEMPORARY.
Destroy 10 years after
completion of plan.
9
Biological Resources & Marine Conservation
0003 - Fish & Wildlife
Coordination Act
Reports and State
Tagger Program Files
TEMPORARY. Cut off after completion of
report or plan.
Destroy 10 years after cut-
off.
Fish and Wildlife Coordination Act Reports -
Biological assessment, habitat assessments,
and general consultative reports prepared for,
and funded by, state or other Federal agencies
used to protect, rear, stock, and increase the
supply of game and fur-bearing animals, as well
N1-022-05-01,
50
TEMPORARY.
Destroy 10 years after
completion of report or 10 years after
last activity, whichever is later.
10
Biological Resources & Marine Conservation
0003 - Fish & Wildlife
Coordination Act
Reports and State
Tagger Program Files
TEMPORARY. Cut off after completion of
report or plan.
Destroy 10 years after cut-
off.
State Tagger Program Files - Agreements -
Documents communication and agreements
with state fur and tagger programs to identify
individual animals listed as endangered species.
N1-022-05-01,
112a
TEMPORARY.
Destroy 6 years after
agreement terminates.
11
Biological Resources & Marine Conservation
0003 - Fish & Wildlife
Coordination Act
Reports and State
Tagger Program Files
TEMPORARY. Cut off after completion of
report or plan.
Destroy 10 years after cut-
off.
State Tagger Program Files - Other Records -
Documents communication and agreements
with state fur and tagger programs to identify
individual animals listed as endangered species.
N1-022-05-01,
112b
TEMPORARY.Destroy when 6 years
old.
12
Biological Resources & Marine Conservation
0004 - Fish & Wildlife
Surveys, Critical Habitat
Designation, and
Revocation Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 20 years after
cut-off.
Critical Habitat Case Files - Designation Case
Files - Case files or package supporting
decisions to designate a critical habitat under
the Endangered Species Act. Case files
documenting the consideration process for a
N1-022-05-01,
53a
TEMPORARY.
Destroy 20 years after
designation is revoked or otherwise
cancelled.
13
Biological Resources & Marine Conservation
0004 - Fish & Wildlife
Surveys, Critical Habitat
Designation, and
Revocation Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 20 years after
cut-off.
Critical Habitat Case Files - Revocation Case
Files - Case files or package supporting
decisions to designate a critical habitat under
the Endangered Species Act. Case files
documenting the decision and action to revoke
N1-022-05-01,
53b
TEMPORARY.
Destroy 20 years after
completion of revocation.
14
Biological Resources & Marine Conservation
0004 - Fish & Wildlife
Surveys, Critical Habitat
Designation, and
Revocation Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 20 years after
cut-off.
Fish and Wildlife Surveys - Survey information,
data, and summary reports of fish and wildlife
numbers and locations. These surveys are used
to produce publications and reports that track
long-term trends.
N1-022-05-01,
189
TEMPORARY.Destroy when 20 years
old.
15
Biological Resources & Marine Conservation
0005 - Species
Management Files
TEMPORARY. Cut off after species is
determined not to be under Departmental
authority.
Destroy 40 years after cut-off.
Species Management Files - Case files
documenting USFWS involvement with species
USFWS has an interest in, or an authority for,
other than the Endangered Species Act, such as
the Marine Mammal Protection Act of 1972 and
N1-022-05-01,
151
TEMPORARY.Destroy when 40 years
old.
16
Biological Resources & Marine Conservation
0006 - Endangered
Species Act
Management and Plan
Files, and Fish &
Wildlife Management
PERMANENT. Cut off at close of FY when
activity is completed.
Transfer legal
ownership to NARA 15 years after cut-off.
Endangered Species Recovery Plan Files -
Approved Plans - These plans include but are
not necessarily limited to proposals for
corrective measures and recommendations for
land acquisition, management actions, and other
NC1-22-78-1,
13a
PERMANENT. Separate files into 1-
year sets and transfer set to Federal
Records Center when it is 4 yrs old.
Offer set to NARA 5 yrs after
Transfer to
the Federal Records Center.
17
Biological Resources & Marine Conservation
0006 - Endangered
Species Act
Management and Plan
Files, and Fish &
Wildlife Management
PERMANENT. Cut off at close of FY when
activity is completed.
Transfer legal
ownership to NARA 15 years after cut-off.
Breeding Bird Surveys - Machine-readible
records which includes census data on all non-
game birds found on the North American
continent. Includes data on the species and
number observed, the date, time, location and
climactic conditions of the observation, and on
the observer. The data is used to study
population ranges and distributions, and to
NC1-22-78-1,
29
PERMANENT. Offer to NARA Annually.
18
Biological Resources & Marine Conservation
0006 - Endangered
Species Act
Management and Plan
Files, and Fish &
Wildlife Management
PERMANENT. Cut off at close of FY when
activity is completed.
Transfer legal
ownership to NARA 15 years after cut-off.
Restoration Plan Case Files - Final Plan and
Subsequent Modifications - Documents the
involvement of USFWS in planning efforts for
restoration activities usually through cooperative
efforts with other organizations. Projects may
N1-022-05-01,
44a
PERMANENT.
Transfer to NARA when
10 years old.
19
Biological Resources & Marine Conservation
0006 - Endangered
Species Act
Management and Plan
Files, and Fish &
Wildlife Management
PERMANENT. Cut off at close of FY when
activity is completed.
Transfer legal
ownership to NARA 15 years after cut-off.
Environmental Analysis, Management Studies,
and Endangered Species Act. Material relating
to habitat management and preservation; the
creation, restoration, and protection of wetlands;
biological surveys; vegitation and plants;
pollution efforts; natural resources; food plot
development; Section 7 of the Endangered
N1-115-94-7,
ENV-7.00
PERMANENT. Cutoff at the end of
each calendar year or when volume
warrants.
Transfer to FRC 10 years
after cutoff. FRC transfer to Archives 30
years after cutoff.
20
Biological Resources & Marine Conservation
0006 - Endangered
Species Act
Management and Plan
Files, and Fish &
Wildlife Management
PERMANENT. Cut off at close of FY when
activity is completed.
Transfer legal
ownership to NARA 15 years after cut-off.
Fish and Wildlife Management - Case files and
other documentation relating to Reclamation's
management of fish and wildlife resources
through the preservation of eco-system and
natural habitat through conservation. Includes:
Studies, investigations, planning, inventories,
surveys, reports, and similar documentation;
habitat management (non-endangered species);
wetlands creation, preservation, and
management; plant and animal census;
management plans and program review;
N1-115-07-1,
ENV-4.00
PERMANENT. Close file at end of
calendar year or as volume warrants.
Paper/film:
Transfer to FRC 5 years
after closure. FRC Transfer to NARA in
Denver 30 years after closure.
Electronic: Transfer to NARA in College
Park on a yearly basis.
21
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Oil and Gas Exploration and Production Records
- Files contain copies of records submitted to or
received from U.S. Geological Survey (USGS)
regarding oil and gas operations on leased
Service lands. Included herin are well logs,
plugging records, production records,
NC1-22-78-1,
35
TEMPORARY.
Destroy 4 yrs after year
in which lease expires.
22
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Mining Claim Case Files - Mining claim case
files for mining claims on USFWS administered
land. Includes lists of claims, copies of mining
claims, correspondence, and other associated
materials for administering mining claim
N1-022-05-01,
176
TEMPORARY. Review annually and
cutoff expired claims and obsolete
documents.
Destroy 10 years after
cutoff.
23
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Non-Indian Minerals Evaluations - Case files
pertain to mineral evaluations on lands owned
by the United States Government. Evaluations
requested under this heading generate 3
different types of reports: 1) Minerals Evaluation
(where OME actually performsthe evaluation in
house); 2) Review of Minerals Report (where
OME reviews a report done by a contractor); 3)
DAA-0048-2012
0001-0003
Temporary: Cut off at end of fiscal year
in which report is finalized.
Destroy 5
year(s) after cut-off.
24
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Sale of Mineral Materials - Forms and related
documentation of sales of common variety
minerals, such as sand, gravel, top soil and
stone.
NC1-49-85-2,
4/6c
Temporary. Cutoff upon termination of
sale.
Transfer to FRC when 4 years
old. FRC destroys when 10 years old.
25
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Exploration and Prospecting Permit/License
Applications Rejected or Withdrawn - Serialized
case files, arranged by number, documenting
applications that were rejected by BLM or
withdrawn by the applicant.
N1-49-90-1,
4/25b
Temporary. Cutoff EOFY in which
application is rejected or withdrawn.
Destroy 3 years afrer cutoff.
26
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Private Helium Plant Meter Inspections. The
metering equipment along the pipeline is
inspected on a regular basis. - Record copies of
calibration data.
N1-49-00-3,
32/2c(1)
Temporary.
Destroy when records are
2 years old.
27
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium Pipeline Records - Test, Survey and
Inspection Data - filed by pipeline section.
N1-49-00-3,
32/3b
Temporary. Cutoff EOFY.Destroy 5
years after cutoff.
28
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium Pipeline Records - Maintenance Records
- separate file for each legal land description.
Includes internal and external corrosion control
monitoring records.
N1-49-00-3,
32/3c
Temporary. Cutoff EOFY in which
pipeline is abandoned or leaves the
BLM ownership.
Destroy 5 years after
cutoff.
29
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium Pipeline Records - Engineering/Design
Drawings
N1-49-00-3,
32/3d
Temporary. Cutoff EOFY in which
pipeline is abandoned or leaves the
BLM ownership.
Destroy 5 years after
cutoff.
30
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium Pipeline Records - Standard Operating
Procedures - provided by the contractor.
N1-49-00-3,
32/3e
Temporary. Cutoff EOFY in which
pipeline is abandoned or leaves the
BLM ownership.
Destroy 5 years after
cutoff.
31
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium Pipeline Records - Underground
Crossings of other Pipelines and Utilities - one
page documentation re: who, what, where, how
of all instances where pipelines, utilities, ets.
Cross the pipeline - separate efiles for each
N1-49-00-3,
32/3f
Temporary. Cutoff EOFY in which
pipeline is abandoned or leaves the
BLM ownership.
Destroy 5 years after
cutoff.
32
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Conservation Program Well Files - One file per
well - includes original drilling information, all
data, casing information, all workovers, drawing
of well bore, drilling rights.
N1-49-00-3,
32/4
Temporary. Cutoff when no longer
using well.
Destroy 10 years after
cutoff.
33
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Helium - Federal Leased Lands Well Case Files
Files sorted by well name. Active and inactive
files are maintained. Includes wells producing
helium from Federal leaseholds. Files include
adjudication and payment information for each
N1-49-00-3,
32/8e
Temporary. Cutoff EOFY in which the
well is no longer in helium production.
Destroy 10 years after cutoff.
34
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Oil And Gas Production Accountability Review
Files - Federal Lands. Completed reviews
include, but are not limited to, a final narrative
and synopsis of the review, correspondence with
operators, and supporting documents such as
DAA-0049-2013
0002-0001
TEMPORARY. Cutoff EOFY in which
the review is completed.
Transfer
completed review files to FRC 3 years
after cutoff. FRC destroys 8 years after
cutoff.
35
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Information Management & Transfer, Process
Oil and Gas Leases (ABN) - All records related
to all information and data related business
processes and tasks that should be planned and
consistently implemented across BOEM. In
particular, those information management and
publication support services for functions
covered by the work elements included under
OH-Process Oil and Gas Leases, OM-Process
offshore oil and gas user plans and permits, OD
maintenance of oil and gas lease authorizations.
Includes: Review and edit manuscripts and
provide desktop publishing services, Perform
records and document management in
accordance with National Archives and Records
Management Requirements, Manage program
office information collection activities and forms
requiring OMB approval, Conduct web
management and related tasks and activities,
Perform oversight and extensible markup
language applications, publications, public data
sets, Fast Facts of offshore data sets, Ensure
quality and consistent content and vocabularies
N1-589-12-4, 4J
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 7
years after cutoff.
36
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Check Image - Original payment used to create
the new legal document, called the substitute
check, which can be used for proof of payment
or for any other reasons that might require an
original check, Original Paper Checks and
Money Orders. Original check image, which can
UnscheduledN/A; Unscheduled (ONRR)
37
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Reporter Training & Guidance - Records related
to the development and presentation including
training materials for reporter training to provide
advice and assistance. Includes: Reporter
letters, Reporting Handbooks, Presentations
UnscheduledN/A; Unscheduled (ONRR)
38
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Royalty Reporting - All records created or
received, including correspondence,
memoranda, reports, and email, that document
royalty reporting and verification. Includes:
Royalty report errors, Royalty reports and errors
UnscheduledN/A; Unscheduled (ONRR)
39
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Investment Files - All records created or
received documenting the establishment of
investments accounts; maintenance of existing
accounts; receipt of funds for purchase of new
securities; distribution of funds including interest
payments, refunds or transfers to US Treasury,
Department of Commerce, Company or other
entity as appropriate; and all other documents
UnscheduledN/A; Unscheduled (ONRR)
40
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
State Outreach - All records created or received
related to documenting state outreach sessions.
Outreach sessions are conducted by ONRR to
answer questions, listen to concerns and
provide suggestions for improvement. The
sessions also identify and resolve mineral-
related problems in partnership with the Bureau
of Indian Affairs, Bureau of Land Management
and Office of Special Trustee. Includes:
Documentation regarding the outreach sessions
including notifications sent to states,
Memoranda confirming time of outreach
UnscheduledN/A; Unscheduled (ONRR)
41
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Data Mining - Federal - All records created or
received, including correspondence,
memoranda, reports, and email, that document
data mining. Includes: Production reports and
errors - Oil and Gas Operations Report (OGOR),
Form MMS-4054, Run tickets, Gas Volume
Statements, Royalty reports and errors - Report
of Sales and Royalty Remittance, Form MMS-
2014, Problem Reports, Compliance Review
Templates, Property History and Queries,
UnscheduledN/A; Unscheduled (ONRR)
42
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Environmental Compliance Monitoring - All
records related to reviews, inspections, or field
surveys to confirm that industry activities have
complied to protect the environment. Includes:
Review of industry submittals (as built) following
completion of certain activities that may impact
seafloor biological or archaeological resources,
to check on impact avoidance, Review air quality
emissions submittals, Special rig or platform
inspections regarding environmental
requirements, Conduct site-specific inspections
by the BOEM Dive Team, Perform aerial
surveys using side-scan sonar by BOEM Dive
Team, Perform NPDES inspections for
environmental compliance issues, Perform Full
UnscheduledN/A; Unscheduled (ONRR)
43
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Compliance Inspection Planning and Inspections
- All records related to the planning, scheduling,
implementation of the Offshore Inspection
Program. Includes: Inspections planning
(platforms and rig inspections), Well Activity
Report inspector review (on drilling and work-
over activities), On-site, post inspection problem
UnscheduledN/A; Unscheduled (ONRR)
44
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Production Measurement Inspections and
Enforcements - All records created or received,
including correspondence, memoranda, reports,
and email, that document production reporting
and verification; identification and resolution of
errors and exceptions; and well actions and
error corrections on well and Facility
Measurement Point (FMP) data. Includes:
Production Accounting Summaries, Exception
Identification Summaries, Missing
reports/exceptions (P& Rs (Production and
Royalty Reports), Wells/Oil and Gas Operations
Report (OGORs), Production Allocation
Schedule Reports (PASRs)) and follow-up,
UnscheduledN/A; Unscheduled (ONRR)
45
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Production Reporting, Errors, Exceptions, and
Well Actions - All records created or received,
including correspondence, memoranda, reports,
and email, that document production reporting
and verification; identification and resolution of
errors and exceptions; and well actions and
error corrections on well and Facility
Measurement Point (FMP) data. Includes:
Production Accounting Summaries, Exception
Identification Summaries, Missing
reports/exceptions (P& Rs (Production and
Royalty Reports), Wells/Oil and Gas Operations
Report (OGORs), Production Allocation
Schedule Reports (PASRs)) and follow-up,
UnscheduledN/A; Unscheduled (ONRR)
46
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Production Accountability Compliance
Monitoring - All records related to reviews,
inspections, or field surveys to confirm that
industry activities have complied with Office of
Natural Resources Revenue (ONRR)
requirements (including lease stipulations,
regulations, Notice to Lessees (NTL), and terms
and conditions of a plan or permit approval)
intended to protect the environment. Includes
but not limited to: Review of industry submittals
(as built) following completion of certain
activities that may impact seafloor biological or
archaeological resources, to check on impact
avoidance, Review air quality emissions
submittals, Special rig or platform inspections
regarding environmental requirements, Conduct
site-specific inspections by the BOEM Dive
Team, Perform aerial surveys using side-scan
sonar by BOEM Dive Team, Perform NPDES
inspections for environmental compliance
UnscheduledN/A; Unscheduled (ONRR)
47
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Mineral Revenue Distribution and Disbursement
Files - All records created or received
documenting the receipt and processing of
Federal and Indian mineral revenues.
Processing revenues (rents, royalties and
bonuses) includes processing payor-submitted
reports, reconciling errors and processing
receipts. Includes disbursement of revenues
and related information ot U.S. Treasury, States,
Office of Trust Fund Management/Bureau of
Indian Affairs for Indian Tribes, and Indian
allottees, as well as, billings for the collection of
funds due from rental and royalty payors.
Includes: TPAY (Treasury Payment) Creation
Form, Forms Sf-1091, SF-1166, and
correspondence supporting the distribution and
disbursement of royalty and rental funds,
Windfall Profit Tax Returns, Revenue
management information collection forms
UnscheduledN/A; Unscheduled
48
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Payor Account Reconciliation - All records
created or received including correspondence,
memoranda, reports, and email that document
the reconciliation, application, and collection of
payments to receivables for Federal and Indian
Royalty in the Value Solids & Geothermal, Oil &
Gas and Federal Royalty in Kind Oil & Gas.
Includes the matching, application, reapplication
and/or movement of monies. Includes: Input
coding forms that are used for entry into the
electronic accounting system, Lease Account
Status (LAS) reviews, History of Timely
Payments (HTPs), Open Account Balance files,
cash application files, cash re-application files,
UnscheduledN/A; Unscheduled
49
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Debt Collection - All records created or received
including correspondence, memoranda, reports,
and email that document debt collection efforts.
Includes: Coordination with Office of
Enforcement, debt collection letters and bills,
past due bills or notices, bills forwarded to
Department of Treasury for collection, payment
documentation, documentation of contact with
UnscheduledN/A; Unscheduled
50
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Billing and Invoices - All records created or
received associated with invoicing. Includes:
The collection of payment of interest on Federal
and Indian Solids and Geothermal, Oil & Gas,
and/or other energy resources due to
underpayment or overpayment, research,
preparation and processing of Federal and
Indian Solids and Geothermal, Oil & Gas, and/or
other energy resource invoices manually that
cannot otherwise be input into MRMSS Financial
Sub-System, the collection of Federal and Indian
UnscheduledN/A; Unscheduled
51
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Refunds and Other Documentation - All records
created or received documenting receipt of
refunds or other transactions. Includes:
Electronic fund transfer notices, Form SF-215
and support documents such as check stubs,
Deposit Tickets, Debit Vouchers, Forms MMS-
4149 and MMS-4158, Account for Refund on
behalf of Allottees, Refunds or overpayment files
including: Company refund requests, Internal
refund memoranda, General Ledger vendor
UnscheduledN/A; Unscheduled
52
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Audits - ONRR - All records created or received
documenting ONRR audits according to the
Audit Manual and Government Auditing
Standards, also known as the yellow book
standards. Includes: Source documents such
as Purchase/Sales Contracts, Division Orders,
Gas Settlement Statements, Oil Run
Statements, Correspondence, Case File Index,
Exhibits, Appeals and Supporting
Documentation, Summaries, Work papers,
Schedules, Templates, Screenshots of tracking
UnscheduledN/A; Unscheduled
53
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Audits - States and Tribes - All records created
or received documenting ONRR audits
according to the Audit Manual and Government
Auditing Standards, also known as the yellow
book standards. Includes: Source documents
such as Purchase/Sales Contracts, Division
Orders, Gas Settlement Statements, Oil Run
Statements, Correspondence, Case File Index,
Exhibits, Appeals and Supporting
Documentation, Summaries, Work papers,
Schedules, Templates, Screenshots of tracking
UnscheduledN/A; Unscheduled
54
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
ONRR Appeal Files - All records created or
received related to formal appeals as a result of
bureau decisions relating to the use and
disposition of public lands and their resources to
include final orders or decisions. Records
related to formal appeals as a result of decisions
by the Director of the Office of Natural
Resources Revenue regarding royalty
management. Includes: Final Orders and/or
UnscheduledN/A; Unscheduled
55
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Audit & Compliance Information Collected From
Companies - All documents received from
lessees that meet information collection request
requirements set forth in ONRR solid minerals,
oil & gas, and geothermal regulations specific to
the audit and compliance program. Also
includes contracts for moving oil or gas on
pipelines or to permit gas plants processing
natural gas to remove gas liquids. Includes:
UnscheduledN/A; Unscheduled
56
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Valuation Determinations and Agreements - All
records created or received that supports ONRR
unit value calculations and valuation
methodologies for valuation determinations and
negotiations related to the establishment of
royalty values and documentation of advice and
assistance given to royalty reporters in valuing
production under 30 CFR 1206. Includes:
Methodology Reports, Royalty Rate Reduction
Program Files, Copies of Future Valuation
Agreements and consultation and negotiation
documentation, BLM or BIA requests, ONRR
UnscheduledN/A; Unscheduled
57
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Allowance Files - All records created or received
associated with the deduction in determining
value for royalty purposes. Processing
Allowance is for the reasonable, actual costs of
processing gas. Transportation Allowance is for
the reasonable, actual costs of moving
unprocessed gas, residue gas, or gas plant
products to a point of sale or delivery off the
lease, unit area, communitized area, or away
from a processing plant. Processing Allowance
Files includes: Copy of the gas processing
agreement (contract) along with any subsequent
amendments, Form MMS-4109 Gas Processing
Allowance Form, Solids Processing Information,
Documentation related to requests to exceed
allowance limits (Form MMS-4393), ONRR
approval or disapproval, Requests for advice
and assistance in determining an appropriate
allowance under 30 CFR 1206. Transportation
Allowance Files includes: Copy of the
UnscheduledN/A; Unscheduled
58
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Asset Accounting and Verification - All records
created or received for invoicing sales of RIK
crude oil and natural gas include all
documentation for sales prices, pricing
calculations, price adjustments, delivered sales
volumes, transportation and processing fees,
and RIK system records. Includes: Final
System Invoices including detail page, Any
invoice settlement spreadsheet to determine
accuracy of calculations, Final invoice
reconciliation documentation from company
(actual fax documents or emails), Any invoice
third-party document received (i.e., pipeline
statements, plant statements, processing
statements, or other third party documentation ),
Copies of applicable transportation invoices (if
included with Sales invoice as part of
purchaser/shipper contract), Applicable oil/gas
pricing data, Gas Keepwhole calculation, Fuel
Calculation spreadsheet, 2014 and ONRR
worksheets, Netback System 2014 and
UnscheduledN/A; Unscheduled
59
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Compliance Reviews - ONRR - All records
created or received documenting ONRR full
scope and limited scope in-house compliance
reviews on production/sales, value, allowances,
and royalty information provided by operators,
payors, and other sources such as Bureau of
Indian Affairs (BIA), Bureau of Land
Management (BLM), Bureau of Ocean Energy
Management (BOEM) and Bureau of Safety and
Environmental Enforcement (BSEE). Includes:
Correspondence, Case File Index, Exhibits,
Appeals and Supporting Documentation,
Summaries, Work papers, Schedules,
Templates, Screenshots of tracking systems,
UnscheduledN/A; Unscheduled
60
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Compliance Reviews - States and Tribes - All
records created or received documenting ONRR
full scope and limited scope in-house
compliance reviews on production/sales, value,
allowances, and royalty information provided by
operators, payors, and other sources such as
Bureau of Indian Affairs (BIA), Bureau of Land
Management (BLM), Bureau of Ocean Energy
Management (BOEM) and Bureau of Safety and
Environmental Enforcement (BSEE). Includes:
Correspondence, Case File Index, Exhibits,
Appeals and Supporting Documentation,
Summaries, Work papers, Schedules,
Templates, Screenshots of tracking systems,
UnscheduledN/A; Unscheduled
61
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Asset Management Sales or Exchanges - All
records created or received documenting the
conversion or reversion of properties to or from
in kind, created with organizations for sale of oil
or gas, and the sale or exchange of oil or gas
that has been taken in kind under a Federal
lease. These sales or exchanges are
associated with small refiners, states, Strategic
Petroleum Reserve (SPR) fill or are unrestricted
oil or gas sales. This includes records created
or documenting contracts and leases for Bureau
of Land Management (BLM) natural gas sales
from the Helium Reserve and records related to
Low Income Home Energy Assistance Program
(LIHEAP) or other similar exchange programs.
Includes: Conversion analysis and approval,
Termination analysis and approval, RIK Base
contracts (Oil General Terms and Conditions,
UnscheduledN/A; Unscheduled
62
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Credit Assurance - All records created or
received related to calculating credit exposure
and initiating, monitoring surety, and guaranty
agreements and records documenting the
determination and monitoring of counterparty
creditworthiness of energy entities that
participated in the RIK program. Includes:
Letters of Credit, Bonds or other surety
instruments, Monthly credit exposure reports
UnscheduledN/A; Unscheduled
63
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Asset Management Service Agreements - All
records created or received documenting
contracts or agreements for services and with
organizations for transporting oil or gas on
pipelines or to permit processing of natural gas
to remove gas liquids and any other related
agreements. Includes: Copies of Service
Contracts or Agreement, COTR Files, Economic
Analysis, Copies of Statements of Work,
UnscheduledN/A; Unscheduled
64
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Litigation Support - All records created or
received associated with all mineral revenue
enforcement actions, settlements, litigation
support, and related actvities for the Office of
Natural Resources Revenue. Records that
document litigation involving ONRR. This
includes cases that involves the DOI Solicitor’s
Office and the Department of Justice covering
the False Claims Act, class action suits, Indian
Trust suits, and bankruptcy protection cases.
UnscheduledN/A; Unscheduled
65
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Revenue Enforcements - All records created or
received associated with all mineral revenue
enforcement actions, settlements, litigation
support, and related activities for the Office of
Natural Resources Revenue. Records that
document the enforcement of the Federal Oil &
Gas Royalty Management Act (FOGRMA) and
investigations. Includes the investigations of
violations of FOGRMA which contains failure to
permit audits, knowledge of failure to pay
royalties, and submission of false information.
Includes: Investigation documentation, OIG
UnscheduledN/A; Unscheduled
66
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Requests for Valuation Guidance - Royalty
Valuation responds to a broad array of questions
from internal and external entities concerning
valuation of commodities for royalty purposes.
The Royalty Valuation Office (RVO) receives
these requests for valuation guidance via phone,
email, written documents, and in person.
Documents generated by valuation guidance
may include but are not limited to: Project
Summary Reports, Project Research and
Analysis, Contracts and Statements, Decisions,
Lease Documents, Analysis Materials,
Communications, Original Request for
UnscheduledN/A; Unscheduled
67
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Draft Valuation Regulations - Processes are
managed by ONRR Rules and Procedures
group. Documents generated by draft valuation
regulations may include but not limited to: File
Summaries, Draft Versions of Proposed and
UnscheduledN/A; Unscheduled
68
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Indian Index Zone Gas Price Files - The
Economic and Marketing Analysis Office
(EMAO) calculates and publishes natural gas
prices for six Indian Index Zones as referenced
in 30 CFR 1206.172. A spreadsheet for each
UnscheduledN/A; Unscheduled
69
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Indian Oil Index Based Major Portion (IBMP)
Files - The Economic and Marketing Analysis
Office (EMAO) calculates and publishes IBMP
prices for Designated Areas and crude types as
defined in amendments to the Indian Oil
valuation regulations. 80 Fed. Reg. 24,794.
Includes but not limited to: Historical and
UnscheduledN/A; Unscheduled
70
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
New York Mercantile Exchange (NYMEX)
Calendar Month Average (CMA) Oil Price Files -
The Economic and Marketing Analysis Office
(EMAO) publishes monthly the NYMEX
Calendar Month Average and the NYMEX Roll
UnscheduledN/A; Unscheduled
71
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Market Analysis and Royalty Summary (MARS)
Report - The Economic and Marketing Analysis
Office (EMAO) consolidates market intelligence
information for major areas containing Federal
and Indian onshore and offshore natural
resource production. The Market Analysis and
Royalty Summary Reports are segregated into
UnscheduledN/A; Unscheduled
72
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Price/Map Requests - The Economic and
Marketing Analysis Office (EMAO) serves
ONRR and State and Tribal auditors that
request market research, pricing information,
and maps. The appropriate data is collected
and organized in a format applicable to the
request and provided to the requesting party.
UnscheduledN/A; Unscheduled
73
Energy & Minerals
0007 - Accounting,
Compliance, and
Administration Records -
Federal Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 10 years after
cut off.
Mineral Economic Analysis and Market
Research - All records created or received
documenting the research and analysis of
market conditions and determination of fair
market value and actual Royalty-in-Kind (RIK)
revenue receipts for measuring RIK sales
performance. Market analysis includes research
and documentation of market factors impacting
the royalty value of production from Federal and
Indian leases and establishing the fair market
value of production. Also provides analysis and
documentation in preparation for sale of oil
and/or gas. This also includes information
contained in the Minerals Revenue Management
Support System (MRMSS) RIK Sub-system.
Includes but not limited to: Lease information,
Production characteristics, Transportation
infrastructure, Processing options and plant
factors, Transportation and processing rates,
Published and contract prices for market areas,
Current commercial price structures, and
general market conditions impacting fair market
UnscheduledN/A; Unscheduled
74
Energy & Minerals
0008 - Accounting,
Compliance, and
Administration Records -
Financial
Reports/Summaries
PERMANENT. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year when activity is completed.
Transfer to National Archives 25 year(s)
after cut-off.
Financial Reports/Summaries - Native American-
Related - Reports and/or summaries related to
the reconciling subsidiary and control accounts,
monitoring and analyzing daily accounting
journal entries to subsidary ledgers and the
balance sheet and other financial management
reports. Including but not limited to: Program
Management Summaries, Fiscal Accounting
UnscheduledN/A; Unscheduled
75
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Energy Conservation Case Files - b. Long-term
statistical and trend data compilations and
summaries - Energy use and conservation
materials for USFWS buildings, equipment, and
vehicles. Includes periodic energy
consumption/conservation reports, data,
N1-022-05-01,
80b
Retention: TEMPORARY.Destroy
when 15 years old.
76
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Oil and Gas Lease Application Case Files.
Authorizing office record copies. Serialized case
files arranged by number, including both leases
approved by BLM and applications unapproved
(either rejected by BLM or withdrawn by
applicant) and related appeal documents.
NC1-49-76-3,
B/13 & 16
Temporary. Cutoff EOFY in which the
application is rejected by the BLM,
withdrawn by applicant, or the aproved
lease terminates or expires and appeal
rights are exhausted.
Transfer to FRC 2
years after cutoff. Destroy 15 years
after cutoff. NARA Job NC1-49-76-3,
B/13 and 16.
77
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Communitization or Unitization Agreement
Application Case Files. Authorizing office record
copies. Serialized case files arranged by
number, including both agreements approved by
BLM and applications unapproved (either
rejected by BLM or withdrawn by applicant) and
related appeal documents.
NC1-49-76-3,
B/13 & 16
Temporary. Cutoff in Which the
agreement is terminated or the
application is rejected by the BLM or
withdran by applicant and appeal rights
are exhausted.
Transfer to FRC 2 years
after cutoff. FRC destroys 15 years
after cutoff. NARA Job NC1-49-76-3,
4/26 a.
78
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Geothermal Lease Applications Case Files
NC1-49-76-3,
B/13 & 16
Temporary. Cutoff EOFY in which the
application is rejected by the BLM,
withdrawn by applicant, or the approved
lease terminates or expires and appeal
rights are exhausted.
Transfer to FRC 2
years after cutoff. FRC destroys 15
years after cutoff. NARA Job NC1-49-
76-3, 4/28a.
79
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Solid Mineral Lease Application Case Files
NC1-49-76-3,
B/13 & 16
Temporary. Cutoff EOFY in which the
application is rejected by the BLM,
withdrawn by applicant, or the approved
lease terminates or expires and appeal
rights are exhausted.
Transfer to FRC 2
years after cutoff. FRC destroys 15
years after cutoff. NARA Job NC1-49-
76-3, 4/29a.
80
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Oil Shale Lease Application Case Files
NC1-49-76-3,
/13 & 16
Temporary. Cutoff EOFY in which the
application is rejected by the BLM or
withdrawn by the applicant, or the
approved lease terminates or expires
and appeal rights are exhausted.
Transfer to FRC 2 years after cutoff.
FRC destroys 15 years after cutoff.
81
Energy & Minerals
0009 - Energy
Application Case Files
TEMPORARY. Cut off as instructed in
bureau/office records manual, or at the end
of fiscal year in which file is closed if no
unique cut off exists.
Destroy 15 years after
cut off.
Bonds Files - Original office records. Serialized
bond files arranged by individual or corporate
name. Consists of personal or surety bonds,
riders, powers-of-attorney, and security
instruments.
N1-049-10-2,
4/21
TEMPORARY. Cutoff EOFY in which
the period of bond liability is terminated
by the BLM, and terms and conditions
of the notice of intent or permit have
been met.
Transfer to FRC 2 years
after cutoff. FRC destroys 15 years
after cutoff.
82
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Minerals and Mining Files - Case files on mineral
and mining leases on USFWS administered land
issued by the Bureau of Land Management
(BLM) and mineral and mining exploration and
production activities as allowed to existing
subsurface rights holders. Files document
USFWS involvement in ensuring that leases or
claims are valid, that activities are conducted
under any stipulated conditions, that the wildlife
and habitat are protected, and that restoration
and rehabilitation is completed after expiration of
lease or abandonment of activities. Files may
N1-022-05-01,
175
TEMPORARY.
Destroy 20 years after
lease or claim terminates and appeal
rights are exhausted.
83
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil and Gas Files - Case files on oil and gas
leases issued by the Bureau of Land
Management (BLM) and oil and gas exploration
and production activities on USFWS
administered land as allowed to existing
subsurface rights holders. Files document
USFWS involvement in ensuring that leases are
valid, that activities are conducted under any
stipulated conditions, that the wildlife and habitat
are protected, and that restoration and
rehabilitation is completed after expiration of
lease or abandonment of activities. Files may
include copies of leases, copies of plugging
N1-022-05-01,
178
TEMPORARY.
Destroy 20 years after
lease terminates and appeal rights are
exhausted.
84
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Contractual Sales of Timber. Case files,
arranged by contract number, documenting
individual sales of BLM timber to contractor.
Includes plans, profiles, exhibits, invitation, bids,
evidence of sale, acceptance, bonds,
correspondence, and other documents
concerning the sale from initiation through
termination and release. Excludes related
access case files (BLM4/22), road construction
NCI-49-85-2,
4/6b(1)
Temporary. Cutoff upon termination of
contract.
Transfer to FRC when 4 years
old. FRC Destroys when 19 years old.
85
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Mineral Lease Sale Files - History Case Files -
Non-serialized case files containing tract
selection recommendations, maps, sale notices,
stipulations, address lists, estimates of resource
values for each parcel, sale minutes, bidder
N1-49-90-1,
4/24a
Temporary. Cutoff EOFY in which the
final determination of bid acceptance or
rejection is made.
Transfer to FRC 5
years after cutoff. FRC desroys 25
years after cutoff.
86
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Helium Storage Program and Operation Files
not Described Elsewhere - Records on helium
field production, maintenance, storage, land,
transportation, etc.
N1-49-00-3,
32/2a
Temporary. Cutoff EOFY.
Transfer to
FRC when records are 5 years old.
FRC will Destroy when they are 25
years old.
87
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Power Generation - Materials pertaining to
power generation. Include: Technical
correspondence, pumped storage generation,
peak power generation, statistical studies of
existing and potential power development, and 4
N1-115-94-8,
PRJ-17.10
Temporary. Cutoff at the end of each
calendar year or when volume
warrants.
Transfer to FRC 10 years
after cutoff. FRC Destroy 30 yers after
cutoff.
88
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Power and Transmission Service Contracts and
Agreements - Materials pertaining to power
contracts and agreements between Reclamation
and irrigation districts, or industrial and
municipal customers regarding the sale of
power, transmission, or payment for such
services principally in the Pacific Northwest
Region. Includes, but is not limited to: Contracts,
agreements, Memorandum of Agreements,
transmission service agreements, sale of power
N1-115-94-8,
PRJ-18.00
Temporary. Cutoff at the end of each
calendar year or when volume
warrants.
Transfer to FRC 10 years
after cutoff. FRC Destroy 30 yers after
cutoff.
89
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil & Gas Reservior Management Agreements -
Conservation Management Requests -
Unitization Review (BAA) - All records related to
the BSEE review and analysis of a proposal to
combine or consolidate separately owned
leasehold interests for the joint exploration,
development or production of a reservior or
potential oil and/or gas accumulation. Includes:
Unit production and development, unitization,
receive, review, process and provide comments
on Unit Development Plans, review unitization
annual development plans for compliance or non
compliance with the unit operators proposal,
review unitization and unit contracts, review,
approve or deny unitization or participating
N1-473-12-3,
3A(1)
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
90
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil & Gas Reservior Management Agreements -
Conservation Management - Drainage Issues
(BAB) - All records related to procedures
conducted to protect federal royalty interests or
to identify, migrate or prevent damage to
reserviors due to competitive draining issues
across unit or lease boundary lines. Process
application for five hundred line waivers and/or
violations, determine compensatory royalty,
monitor and assess potential drainage scenarios
between variable royalty rate leases, conduct
N1-473-12-3,
3A(2)
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
91
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil & Gas Reservior Management Agreements -
Conservation Management - Monitor Reservoir
Performance & Well Production Rates (DAL) -
All records related to this work element covers
all monitoring activities associated with efficient
and proper reservior management, prudent well
production and practical leasehold management.
Review sensitive reservior information, after final
approval, conduct follow up review for the
Conservation Information Document, review
production and development, monitor oil & gas
production rate, review and approve MER, MPR
and semi-annual well test reports, sub surface
commingling, receive applications, conduct
reviews and make determinations on bottom
hole pressure survey and waivers or violations,
reclassify reserviors, review and analyze
production in paying quantities, receive and
process applications for enchanced oil recovery
or violations, review semi-annual well test and
N1-473-12-3,
3A(3)
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
92
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Sand and Gravel Lease Requests (QAA) - All
records related to planning, evaluating,
preparing and executing sand and gravel
mineral leases. Includes: Complete National
Environmental Policy Act (NEPA) and other
required environmental analyses or
consultations, negotiate Memoranda of
Agreement with Federal agency(s), prepare and
N1-473-12-4,
4D
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
93
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Alternative Energy Technical Studies (LBL) - All
records related to technical studies providing
information alternative energy programmatic and
regulatory decisions. Includes: All work related
to technical/engineering studies conducted in
support of the alternative energy program,
workshops and public meeting held or attended
in support of technical studies for the alternative
N1-473-12-4,
4D(1)
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
94
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Information Management & Transfer, Process
Oil and Gas Lease (ABN) - All records related to
all information and data related business
processes and tasks that should be planned and
consistently implemented across BOEM. In
particular, those information management and
publication support services for functions
covered by the work elements included under
OH-Process Oil and Gas Leases OM-Process
offshore oil and gas user plans and permits, OD
maintenance of oil and gas lease authorizations
include: Review and edit manuscripts and
provide desktop publishing services, perform
records and document mangement in
accordance with National Archives and Records
Management requirements, manage program
office information collection activities and forms
requiring OMB approval, conduct web
management and related tasks and activities,
perform oversight and extensible markup
language applications, publications, public data
sets, Fast Facts of offshore data sets, ensure
quality and consistent content and vocabularies
N1-473-12-4,
4E
Temporary - Cut off at close of FY or
when activity is completed. Retain
onsite or a the FRC. Delete/
Destroy 25
years after cutoff
95
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil Spill Research Other Than Significant Final
Research Products - All records related to all
other Technology Assessment Reports for oil
spill research that are not considered to be
significant, and all other research and
development project case file records produced
N1-473-12-5,
5B(1)(b)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
96
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Operational Safety and Engineering Research -
All records related to contractual operational
safety and engineering research related to plans
and permit application review. Includes the
evaluation and review of operational safety and
engineering research proposals. Includes
reports of production platforms and subsea
pipelines of various ages and operational
efficiencies, results of research to better conduct
technological advancements proccesses
N1-473-12-5,
5B(2)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
97
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil Spill Response Plans - All records related to
the processing, review, coordination and
planning for oil spill response plans, as
described in regulation 30 CFR 254 and related
requirements. Includes Oil Spill Response Plan
(OSRP) program management, oil spill
response, biennial review and approval of
Federal OSRPs, regional oil spill response plans
review and coordination, all other program
N1-473-12-5,
5B(3)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
98
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Manage OHMSETT Facility - All records
pertaining to the management operations of the
Oil and Hazardous Materials Simulated
Environmental Test Tank (OHMSETT) facility.
OHMSETT is the National Oil Responsive
Research and Renewable Energy Test Facility
and is operated by the Bureau of Safety and
Environmental Enforcement (BSEE).
Government agencies, academia, public and
private companies use OHMSETT as a research
center to test oil spill containment/clean-up
equipment and techniques, to test designs in
N1-473-12-5,
5B(4)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
99
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Oil Spill Research Function - Review, approval
of oil spill response plans, funding support of
national and regional response teams, area
committees and the interagency coordinating
committee on oil pollution research (ICCOPR).
National Response System - All records related
to participation in meetings of area committees,
regional response teams, and the national
response team. Includes review and revision of
area contingency plans and the national
contingency plan, participation in the planning,
conduct, and evaluation of government and
industry-led drills held under the National
Preparedness for Response Exercise Program,
N1-473-12-5,
5C(1)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
100
Energy & Minerals
0010 - Resource Lease
Case Files and Power
Management
Agreements
TEMPORARY. Retain in Agency for active
life of the project, agreement or contract.
Cut off after final payment of contract
agreement/closure or termination of project.
Destroy 25 years after cut-off.
Unannounced Exercises (Oil Spill) - All records
related to the conduct of agency unannounced
oil spill drills including complex tabletop
exercises, with or without equipment
deployment, and deployment of equipment. This
includes identification of exercise participant;
development of scenario; coordination of
participation by agency staff and other federal
partners, intiating, controlling, and evaluating the
exercise; preparation of documentation; data
base entry; preparation of reports; issuance of
incidents of non-compliance; collecting lessons
learned; conducting analyses of exercises to
N1-473-12-5,
5C(2)
Temporary - Cutoff at close of FY or
when activity is completed. Retain
onsite or at FRC. Delete/
Destroy 25
years after cutoff.
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