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Part 1. Organization, Finance and Management

Chapter 15. Records and Information Management

Section 58. GRS 21—Audiovisual Records

1.15.58  GRS 21—Audiovisual Records

1.15.58.1  (05-17-2007)
Description and Authorities

  1. This schedule covers audiovisual and related records created by or for agencies of the Federal Government, as well as those acquired in the course of business. For audiovisual records that are not described in the schedule, agencies must request disposition authority by submitting a SF–115, Request for Disposition Authority, to the National Archives and Records Administration (NARA). Contact your local Area Records Manager for additional guidance and instruction.

  2. Audiovisual records include still and motion picture photography, graphic materials, and sound and video recordings. Related documentation includes:

    1. Production files or other files documenting the creation, justification, ownership, and rights to the records; and

    2. Finding aids used to identify or access the records.

  3. This schedule does not cover:

    1. Cartographic records;

    2. Remote sensing imagery recorded on film or magnetic tape; or

    3. Microform copies of textual records.

    Note:

    Disposable cartographic records and remote sensing imagery recorded on film are covered by GRS 17; temporary computerized data are covered by GRS 20 and GRS 23; and microform copies of textual records that have been authorized by NARA for destruction need not be separately scheduled, in accordance with 36 CFR 1230.10(b).

  4. This schedule does not include descriptions of permanent or potentially permanent records. Guidance about the identification, maintenance, use and disposition of potentially permanent audiovisual records is provided in the NARA publication, "Managing Audiovisual Records: An Instructional Guide." Copies are available from the NARA Office of Records Administration.

  5. The word "destroy" is used to authorize the destruction of data or information. Erasable media such as audio tape should be reused whenever practical. Silver-bearing photographic film must be destroyed in accordance with 41 CFR 101–45.10, "Recovery of Precious Metals."

  6. Additional guidance regarding audiovisual records created by IRS may be found in Chapter 28, Records Control Schedule for Servicewide Communications, IRM 1.15.34.

  7. See Exhibit 1.15.58–1 for General Records Schedule 21.

Exhibit 1.15.58-1  (12-21-1998)
General Records Schedule 21

ITEM
NO.		 DESCRIPTION OF RECORDS AUTHORIZED DISPOSITION
Still Photography
1. Photographs of routine award ceremonies, social events, and activities not related to the mission of the agency. Destroy when 1 year old.
2. Personnel identification or passport photographs. Destroy when 5 years old or when superseded or obsolete, whichever is later.
3. Internal personnel and administrative training filmstrips and slides of programs that do not reflect the mission of the agency. Destroy 1 year after completion of training program.
4. RESERVED.  
Graphic Arts
5. Viewgraphs. Destroy 1 year after use.
6. Routine artwork for handbills, flyers, posters, letterhead, and other graphics. Destroy when no longer needed for publication or reprinting.
7. Line and halftone negatives, screened paper prints and offset lithographic plates used for photomechanical reproduction. Destroy when no longer needed for publication or reprinting
8. Line copies of graphs and charts. Destroy when no longer needed for publication or reprinting.
Motion Pictures
9. Films acquired from outside sources for personnel and management training. Destroy 1 year after completion of training program.
10. RESERVED.  
11. Routine surveillance footage. Destroy when 6 months old.
12. Routine scientific, medical, or engineering footage. Destroy when 2 years old.
13. RESERVED.  
Video Recordings
14. Programs acquired from outside sources for personnel and management training. Destroy 1 year after completion of training program.
15. RESERVED.  
16. Rehearsal or practice tapes. Destroy immediately.
17. Internal personnel and administrative training programs that do not reflect the mission of the agency. (These include "role-play" sessions, management and supervisory instruction, etc.) Destroy 1 year after completion of training program.
18. Routine surveillance recordings. Destroy when 6 months old.
19. Routine scientific, medical, or engineering records. Destroy when 2 years old.
20. Recordings that document routine meetings and award presentations. Destroy when 2 years old.
21. RESERVED.  
AUDIO (SOUND) RECORDINGS
22. Recordings of Meetings Made Exclusively for Note Taking or Transcription, EXCLUDING recordings of proceedings of Presidential commissions and other executive commissions.[See note after this item.] Destroy immediately after use.
  [NOTE: Recordings of Presidential and other executive commissions are not covered by the GRS. Such records are usually appraised as permanent, and they must be described on an SF 115 submitted to NARA for final disposition approval.
23. Dictation Belts or Tapes. Destroy immediately after use.
24. Premix Sound Elements Created During the Course of a Motion Picture, Television, or Radio Production. Destroy immediately after use.
25. RESERVED.  
26. Daily or Spot News Recordings Available to Local Radio Stations on a Call-in Basis. Destroy when 6 months old.
27. RESERVED.  
RELATED DOCUMENTATION
28. Production Files or Similar Files that Document Origin, Development, Acquisition, Use, and Ownership of Temporary Audiovisual Records. Dispose of according to the instructions covering the related audiovisual records.
29. Finding Aids for Identification, Retrieval, or Use of Temporary Audiovisual Records. Dispose of according to the instructions covering the related audiovisual records.

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