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This function includes centralized agency services for publication, printing, photoduplication, and other forms of document reproduction for large volume runs of publications and smaller quantities of documents for limited distribution.

90340  Publication Job Files 
Requests, orders, job descriptions and specifications, publication design records, sample job products, and related records documenting jobs completed by an agency publication services unit.

Minimum Retention and Disposition:  Destroy 1 year after completion of job or discontinuation of the publication, whichever occurs later.

Justification:  Job records should be retained in the event of reprinting.

Records Not Covered:  Records documenting purchases of goods and services, chargebacks, contracts and any other fiscal records are covered by items in the Fiscal Operations section of this schedule.

*90341  Publication Production Records 
Hardcopy and electronic documents used to prepare publications, including camera-ready copies, printing masters, mechanicals, printer’s proofs, color proofs, digital native and support files, fonts, images, color profiles and related records.

Minimum Retention and Disposition:  Destroy 1 year after completion of publication job, except retain records needed for reprinting until the discontinuation of the publication.

Justification:  Select records are needed for use in reprinting publications.

*90342  Duplication Service Job Files 
Records of duplication services provided by outside vendors or by the agency duplicating, photocopy, rapid copy, or self-service copy service, including requests, production activity reports, copy machine usage logs, and related records.

Minimum Retention and Disposition:  Destroy 1 year after creation or after order is completed, whichever occurs first, except destroy records concerning duplication of materials protected under U. S. Copyright Law 5 years after order is completed.

Justification:  Activity reports, machine usage logs, and related records should be kept a minimum of 1 year to monitor activity and trends.  Records concerning copying of materials subject to copyright protection should be retained for 5 years for potential use in criminal proceedings or civil actions alleging copyright infringement, based on 17 USC 507.

Records Not Covered:  Records documenting purchases of goods and services, chargebacks, contracts and any other fiscal records are covered by items in the Fiscal Operations section of this schedule.

90343  Publication and Duplication Subject Files 
Records used to support the administration of agency publication and duplication services, arranged by subject, including correspondence, memoranda, studies, reports, plans, operator's manuals, vendor materials, supply catalogs and copies of internal policies and procedures pertaining to publication and duplication equipment, supplies, and services.

Minimum Retention and Disposition:  Destroy when obsolete or superseded.

Justification:  These records have no legal or fiscal value.

Last updated
Wed, 2015-10-07 14:46