Time Disposition

DOE-STD-4001-2000

AP1.51.2.1.

"After completion" (as of a study, project, audit).

AP1.51.2.2.

"After sale or transfer" (as of personal or real property).

AP1.51.2.3.

"After publication" (as of monthly reports).

AP1.51.2.4.

"After superseded" (as of an administrative directive).

AP1.51.2.5.

"After revision or cancellation" (as of a form).

AP1.51.2.6.

"After acceptance or rejection" (as of an application).

AP1.52. Subject. A principal topic addressed in a record.

AP1.53. Time Disposition. A disposition instruction that specifies when a record shall be cutoff

and when the fixed retention period is applied. The retention period does not begin until after the

records have been cutoff. Example: "Destroy after two years C cutoff at the end of the calendar

(or fiscal) year; hold for two years; then destroy". (RM Handbook, reference 5.b)

AP1.54. Time-Event Disposition. A disposition instruction that specifies that a record shall be

disposed of a fixed period of time after a predictable or specified event. Once the specified event

has occurred, then the retention period is applied. Example: "Destroy three years after close of

case". The record remains unscheduled until after the case is closed C at that time the record is

cutoff and the retention period (destroy after three years) is applied. (RM Handbook,

reference 5.b)

AP1.55. Transfer. The act or process of moving records from one location to another, especially

from office space to Agency storage facilities or Federal Record Centers, from one Federal Agency

to another, or from office or storage space to the National Archives for permanent preservation.

(RM Handbook, reference 5.b)

AP1.56. Transmission Data. Information in electronic mail systems regarding the date and time

messages were sent or forwarded by the author. If this data is provided by the electronic mail

system, it is required for documents that are transmitted and received via electronic mail.

(36 CFR 1234.2, reference 2.j)

AP1.57. Version. One of a sequence of documents having the same general form and specific

subject and purpose. The sequence often reflects successive changes to a document.

AP1.58. Vital Records. Essential Agency records that are needed to meet operational

responsibilities under national security emergencies or other emergency or disaster conditions

(emergency operating records) or to protect the legal and financial rights of the Government and

those affected by Government activities (legal and financial rights records). Emergency operating

records are the type of vital records essential to the continued functioning or reconstitution of an

organization during and after an emergency. Included are emergency plans and directive(s),

orders of succession, delegations of authority, staffing assignments, selected program records

needed to continue the most critical Agency operations, as well as related policy or procedural

records that assist Agency staff in conducting operations under emergency conditions and for

resuming normal operations after an emergency. Legal and financial rights records are the type

of vital records essential to protect the legal and financial rights of the Government and of the

individuals directly affected by its activities. Examples include accounts receivable records, social

security records, payroll records, retirement records, and insurance records. These records were

formerly defined as "rights-and-interests" records. (36 CFR 1236.14, reference 2.q)

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