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Records Retention Schedule Definition

Records retention schedules are lists of records by name or type that authorize the disposition of records. The records schedules used by Berkeley Lab specify when records will be destroyed, when they should be transferred from active office areas to the National Archives and Records Administration's (NARA's) Pacific Region (San Francisco) Records Services Facility in San Bruno, and, in some cases, direct that certain historically valuable records be retained permanently by NARA. Records schedules are approved by NARA.
Disposition of laboratory records is currently based on the following records retention schedules:

(NOTE: Some of the schedules listed below are Adobe Portable Document Format (PDF) files. To view these documents, you will need the free Acrobat® Reader™ which you can download here).

General Records Schedule (GRS)

The only GRS Schedules currently in use at Berkeley Lab are GRS 7, 8, 10, 13, 15, 24 and 25 

Work for Others & CRADAs

The Work for Others/CRADA schedule is a Department of Energy (DOE) schedule (approved by NARA) covering work for others performed by DOE contractor personnel for Federal, State, and local government entities, non-Government/non-profit entities, universities, and privately-held corporations. This work is not directly funded by DOE, but is authorized by and administered by DOE. 

DOE Research and Development (R&D) Records Retention Schedule

The DOE R&D Records Retention Schedule encompasses research and development records generated within the DOE complex which consists of all DOE offices and its contractor organizations, such as national laboratories. 

DOE Environmental Schedule

This schedule provides for the disposition of records within the U.S. Department of Energy (DOE) complex that are created to comply with or needed to support compliance with Federal environmental laws and implementing regulations. 

DOE Administrative Records Schedules

The DOE Administrative Schedules (approved by NARA) incorporate records originally contained in GRS as well as the Department of Energy Records Schedules (DOERS) into a comprehensive and customized set of schedules to meet the records needs of DOE and its Contractors. 

Legal destruction of laboratory records requires that the records be covered by an authorized records retention schedule. Records not covered by these schedules lack an approved disposition--that is they are considered to be unscheduled records. Unscheduled records should not be destroyed without first contacting the Archives and Records Office.

There is currently a Department of Energy (DOE) moratorium on the destruction of:

  • Epidemiological health-related studies records
  • Tobacco-Related Records

Under these records moratorium orders, there is a "freeze" on the destruction of all DOE, DOE-contractor, and University records containing information specified in the orders.


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