B-100489, DEC 9, 1952
Highlights
APPROVAL IS ALSO REQUESTED PURSUANT TO SECTION 9 OF THE ACT OF JULY 7. THE PROPOSED PROCEDURES AS SET FORTH IN PARAGRAPH 67D OF THE DRAFT UNDER THE HEADING "COST-REIMBURSABLE CONTRACT AUDIT RECORDS HELD FOR GAO" HAVE BEEN CAREFULLY REVIEWED IN THE LIGHT OF ARRANGEMENTS AGREED UPON BETWEEN THIS OFFICE AND THE GENERAL SERVICES ADMINISTRATION. IT IS SUGGESTED THAT CONSIDERATION BE GIVEN TO THE FOLLOWING CHANGES: AMEND THE DESCRIPTIVE HEADING OF THE PARAGRAPH TO READ "COST REIMBURSABLE CONTRACT RECORDS HELD FOR GAO AUDIT. " AND REVISE SUBPARAGRAPH 67D.(2) TO READ AS FOLLOWS: 67D.(2) THE FILES DESCRIBED IN PARAGRAPH 67D.(1) ABOVE WILL BE MAINTAINED FOR THE GENERAL ACCOUNTING OFFICE IN THE CUSTODY OF THE AIR FORCE AUDITOR FOR SHIPMENT TO THE FEDERAL RECORDS CENTER OR OTHER DEPOSITORY OF THE GENERAL SERVICES ADMINISTRATION AS SPECIFIED BY THE GENERAL ACCOUNTING OFFICE.
B-100489, DEC 9, 1952
PRECIS-UNAVAILABLE
THE SECRETARY OF THE AIR FORCE:
THERE HAS BEEN RECEIVED THE LETTER OF COLONEL K.E. THIEBAUD, AIR ADJUTANT GENERAL, DATED OCTOBER 10, 1952, TRANSMITTING A DRAFT OF PROPOSED PROCEDURES DESIGNED TO EFFECT APPROPRIATE DISPOSITION OF AIR FORCE COST REIMBURSABLE RECORDS, WITH A REQUEST FOR MY COMMENT OR CONCURRENCE. APPROVAL IS ALSO REQUESTED PURSUANT TO SECTION 9 OF THE ACT OF JULY 7, 1943, 57 STAT. 380, FOR THE DISPOSAL OF RECORDS IDENTIFIED IN PARAGRAPH 67C AND PARAGRAPH 67E OF THE DRAFT AFTER THE RETENTION PERIODS SPECIFIED THEREIN.
THE PROPOSED PROCEDURES AS SET FORTH IN PARAGRAPH 67D OF THE DRAFT UNDER THE HEADING "COST-REIMBURSABLE CONTRACT AUDIT RECORDS HELD FOR GAO" HAVE BEEN CAREFULLY REVIEWED IN THE LIGHT OF ARRANGEMENTS AGREED UPON BETWEEN THIS OFFICE AND THE GENERAL SERVICES ADMINISTRATION. IN HARMONY WITH SUCH ARRANGEMENTS, AND IN ORDER TO MORE CLEARLY DEFINE THE SEVERAL AREAS OF RESPONSIBILITIES, IT IS SUGGESTED THAT CONSIDERATION BE GIVEN TO THE FOLLOWING CHANGES:
AMEND THE DESCRIPTIVE HEADING OF THE PARAGRAPH TO READ "COST REIMBURSABLE CONTRACT RECORDS HELD FOR GAO AUDIT," AND REVISE SUBPARAGRAPH 67D.(2) TO READ AS FOLLOWS:
67D.(2) THE FILES DESCRIBED IN PARAGRAPH 67D.(1) ABOVE WILL BE MAINTAINED FOR THE GENERAL ACCOUNTING OFFICE IN THE CUSTODY OF THE AIR FORCE AUDITOR FOR SHIPMENT TO THE FEDERAL RECORDS CENTER OR OTHER DEPOSITORY OF THE GENERAL SERVICES ADMINISTRATION AS SPECIFIED BY THE GENERAL ACCOUNTING OFFICE.
(A) G.S.A. FORM 396, RECORDS SHELF LIST, AND G.S.A. FORM 397, TRANSMITTAL OF GOVERNMENT RECORDS, WILL BE PREPARED BY THE AIR FORCE AUDITOR AND WILL BE USED FOR ALL SHIPMENTS OF THESE RECORDS TO THE FEDERAL RECORDS CENTERS. SUCH FORMS WILL BEAR EVIDENCE OF APPROVAL BY THE MANAGER OF THE GENERAL ACCOUNTING OFFICE REGIONAL AUDIT OFFICE HAVING SUPERVISION OVER THE AREA IN WHICH DOCUMENTATION PERTAINING TO COMPLETED AUDITS IS LOCATED, WHO WILL ALSO SPECIFY THE FEDERAL RECORDS CENTER TO WHICH SUCH RECORDS ARE TO BE TRANSFERRED. AN ORIGINAL AND THREE COPIES WILL BE SENT TO THE CENTER IN ADVANCE OF EACH SHIPMENT, WITH A LETTER REQUESTING APPROVAL OF A DEFINITE SHIPPING DATE FOR THE RECORDS COVERED THEREBY. ONE COPY OF THE TRANSMITTAL FORM RECEIPTED BY AN EMPLOYEE OF THE CENTER WILL BE RETURNED TO THE AIR FORCE AUDITOR TRANSFERRING THE RECORDS, AND ONE RECEIPTED COPY WILL BE TRANSMITTED TO THE EXAMINATION AND SETTLEMENT BRANCH, DIVISION OF AUDITS, GENERAL ACCOUNTING OFFICE, WASHINGTON 25, D.C., FOR RECORDS CONTROL PURPOSES.
(B) CARDBOARD CONTAINERS, THE DIMENSIONS OF WHICH WILL BE LENGTH, 15 INCHES; WIDTH, 12 INCHES; AND DEPTH, 10 INCHES (FEDERAL SUPPLY SERVICE ITEM 53-B-24992-128), WILL BE UTILIZED TO THE FULLEST EXTENT PRACTICABLE FOR SHIPMENT OF THE RECORDS. THE CONTAINERS WILL BE APPROPRIATELY STENCILED OR, PREFERABLY, LABELED BY USE OF G.S.A. FORM 398 TO SHOW THE NAME OF THE AGENCY (SHIPPER), CONTRACTOR, CONTRACT NUMBER, DESCRIPTION OF CONTENTS, AND WILL BE NUMBERED 1 OF 5, 2 OF 5, OR AS THE CASE MAY BE. A SUPPLY OF THE G.S.A. FORMS AND THE CARDBOARD CONTAINERS MAY BE OBTAINED FROM THE FEDERAL RECORDS CENTERS. (UNDERSCORING DENOTES CHANGE IN SPECIFICATIONS.)
SUBJECT TO THE CHANGES SUGGESTED ABOVE, PARAGRAPH 67D. IS APPROVED. WITH RESPECT TO THE INDUSTRIAL CONTRACT AUDIT RECORDS, AND PROCUREMENT ACTIVITIES AUDIT RECORDS, DESCRIBED IN PARAGRAPH 67C AND PARAGRAPH 67E OF THE DRAFT, YOU ARE ADVISED THAT THIS OFFICE APPROVES OF THE PROPOSED DISPOSAL STANDARDS. HOWEVER, SINCE THESE RECORDS ARE UTILIZED BY THE GENERAL ACCOUNTING OFFICE IN CONNECTION WITH ITS AUDIT ACTIVITIES, MY APPROVAL IS PREDICATED UPON THE ASSUMPTION THAT THE RECORDS ENUMERATED IN PARAGRAPH 67C WILL NOT BECOME NONCURRENT OR RETIRED TO THE CONTRACT RECORDS BRANCH, KANSAS CITY RECORDS CENTER, UNTIL THEY WILL HAVE NO FORESEEABLE VALUE FOR REFERENCE PURPOSES, FOR EITHER YOUR OWN PERSONNEL OR FOR GENERAL ACCOUNTING OFFICE AUDIT PERSONNEL.
WHILE NOT SO STATED IN THE LETTER OF THE AIR ADJUTANT GENERAL, IT IS ASSUMED THAT THE DISPOSITION INSTRUCTIONS COVERED BY THE SUBJECT DRAFT ARE FOR INCLUSION IN THE AIR FORCE MANUAL.
IF FURTHER INFORMATION IS DESIRED BY YOU, PLEASE CONTACT THE OFFICE OF ADMINISTRATIVE PLANNING (CODE 195 - EXTENSION 5325).