DRAFT NYGD 5015

RECORDKEEPING SYSTEM - NYGD 5015

PREFACE

BY ORDER OF THE COMMANDER

OFFICIAL:

JOHN F. BAHRENBURG
Major General, New York Guard
E XC E R Commander
L S IO

1. Purpose. The purpose of recordkeeping is to properly manage information, from its creation
through final disposition, according to State laws and NYG recordkeeping requirements. This
directive --
a. Establishes the Recordkeeping System for the New York Guard utilizing the Directives
System.
b. Furnishes the only legal authority for destroying nonpermanent NYG information.
c. Provides life cycle management instructions for the systematic identification,
maintenance, storage, retirement, and destruction of NYG information recorded on any medium.
d. Ensures that the commander and staff have the information needed to accomplish the
mission.
e. Preserves those records needed to protect the rights and interests of the NYG and its
members and former members, and those that are of permanent value.
f. Provides for the systematic removal of less active records from office space to archival
space.
2. Application. The policies and procedures established in the publication applies to the
Headquarters, NYG, and all units where similar systems have not been developed by the Major
Commands.
3. Scope. This publication describes the recordkeeping system of the New York Guard.
4. Basis. ? State law on records is?.

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NYGD 5015 DRAFT

RECORDKEEPING SYSTEM - NYGD 5015

TABLE OF CONTENTS

CHAPTER PAGE

I OVERVIEW….…………………………………………………………..………. I-1
1. Policy………………………...…………………..…………………..……… II-1
2. Application………………...……………………………………..…..……… II-1
3. Principles of Recordkeeping.…………………..………………..…………… II-1

II RESPONSIBILITIES………………………………………………...…..……… II-1
1. Deputy Chief of Staff for Electronics and Communications..…..………....… II-1
2. Headquarters Staff……………..……………………………..…..…..……… II-1
3. Commanders of New York Guard Components…………….……………..… II-1

III FILING PROCEDURES

1. Maintaining Information……………………………..……………….……… III-1
2. Inspecting Records……..……..……………………………………………… III-1
3. Marking the files……………………………………………………………… III-1
4. Cross-references..…………………………………………………..………… III-2
5. Recordkeeping Supplies……………………………….………………..…… III-2
6. Use of Guides and Folders…………………………………………………… III-2
7. Arrangement of Files……...……………………….………….……………… III-2
8. Maintenance of Records in Libraries………………………….……………… III-2
9. Suspense Files……...………………………………………………………… III-4

IV LABELING PROCEDURES
1. File Numbers……………………………..…………………………..……… IV-1
2. Labeling……..……………………………………………………...………… IV-1
3. Lists of File Numbers……………………………………..……..…………… IV-1

V APPLYING DISPOSITION INSTRUCTIONS

1. Disposition Standards……………………………..…….…………………… V-1
2. Files Cut Off……..……..………………………...……………………..…… V-1
3. Disposition Instructions…………………………………..……..…………… V-1

APPENDIX A, File Numbers……………………………………………………….. A-1

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DRAFT NYGD 5015

CHAPTER I

OVERVIEW

1. Policy. The NYG will maintain a recordkeeping system to ensure records are filed to allow
rapid recovery for the accomplishment of missions, response to Freedom of Information Law
requests, and to ensure the permanent retention of historical records.

2. Application.

a. Recordkeeping applies to -.

(1) All unclassified NYG records, including For Official Use Only (FOUO), regardless
of media.

b. Recordkeeping does not apply to -

(1) Publications and blank forms stocked for filling requisitions.

(2) Reference materials and books in formally organized and designated libraries.

(3) Reproduction materials.

3. Principles of Recordkeeping.

a. Within the Recordkeeping System, records are identified and filed under the number of
the primary directive that prescribes those records be created, maintained, and used.

b. The file number is the key to the recordkeeping. It identifies the records for file and
retrieval. Recordkeeping numbers are made up of the prescribing directive number followed by
an alpha suffix if needed for subfiles.

c. Privacy Act applicability is noted where appropriate.

d. Housekeeping files are located under 5005, Office Management. These are records that
develop because and office exists, not why and office exists.

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NYGD 5015 DRAFT

CHAPTER II

RESPONSIBILITIES

1. The Deputy Chief of Staff for Communications and Electronics, is the functional
proponent for the development of recordkeeping practices within the NYG:

2. Headquarters Staff. Headquarters staff are the proponents for all recordkeeping
requirements necessary to conduct business in their functional areas. They will -

a. Ensure that their recordkeeping requirements are accurate, essential, and current and are
contained in the Directives that govern how the NYG conducts business in their functional areas.

b. Ensure that their recordkeeping requirements are provided to the functional proponent in
a timely manner.

3. Commanders of New York Guard MACOMs, and Units, Commanders of the Army
Division, Air Division and Civil Military Affairs Brigade and their subordinate units will;

a. Supervise and manage recordkeeping systems within their commands.

b. This directive will be followed except when a MACOM has published a regulation or
instruction implementing a similarly specific system based upon their system of regulations or
instructions.

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DRAFT NYGD 5015

CHAPTER III

FILING PROCEDURES

1. Maintaining Information. Effective files maintenance and reference procedures are

essential to document the NYG’s official business. This chapter contains procedures for
maintaining NYG information.

2. Inspecting Records. Prior to filing, inspect the document to ensure all actions have been
completed, and eliminate unnecessary attached material, (such as used envelopes, routing slips
which bear no essential information, and extra copies). Identify incomplete actions to ensure
they are followed up and that the file will not be prematurely cut off. If action is complete, but
essential documentation is missing, try to obtain the missing documents. If unsuccessful, note
the action taken to obtain the missing document and file it with the completed action.

3. Marking the Files. As specified in NYGD 5005, the correspondent adds the file number
when writing a document, or places the file number along the right hand edge of documents from
other sources or those not so identified. When the physical characteristics of the document make
it self evident for filing purposes, posting the file number to the document is unnecessary.
Examples of documents not requiring the posting of a file number are referenced copies of
publications, and forms containing the directive number.

4. Cross-references.

a. An 8 ½ inch by 11 inch paper should be placed in one file to show the location of
material field elsewhere.

b. Prepare cross-references only when essential to retrieving information. They may be

used when;

(1) A document is related to more than one action.

(2) A restricted access document needs to be placed in more secure storage.

c. File bulky material, unsuitable for regular files, in storage equipment suitable to its size.
The bulky material should be kept in file number order within the storage facility. Keep a cross-
reference to the bulky materials in the regular office files.

5. Recordkeeping Supplies. This file system supports the use of all standard file supplies as
available from supply room.

6. Use of Guides and Folders.

a. Use guides to divide files and to identify subdivisions to ease filing and retrieval.

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NYGD 5015 DRAFT

b. Use folders to consolidate, retrieve, and protect the records.

7. Arrangement of Files. The filing arrangements described below are authorized for
subdividing records under a file number. Many of these are mentioned specifically under file
numbers.

a. Date arrangement. Arrange records chronologically in the folder.

b. Simple number arrangement. Arrange records in simple numerical sequence, such as

unit designation or project number.

c. Alphabetical arrangement. Arrange records by subject and name.

(1) Subject. Use subject titles arranged alphabetically, such as name of event.

(2) Name. Arrange by names of persons, places, or organizations. This is mainly used
in personnel records. The following are examples or arrangements by name:

(a) Personal Names. Filed by last name, first name and middle initial.

(b) Organizational Names. Filed by name of organization or commercial vendor.

8. Maintenance of Records in Libraries. Record copies of publications (original signed

documents) or other documents are permanent records and will not be maintained as a part of a
library. When published copies are maintained they will be distinctly marked “LIBRARY
COPY.”

9. Suspense Files. Suspense files are used as reminders that an action is required by a given
date. File numbers need not be used on file folders or containers in which suspense documents
are kept. Some samples of suspense files are as follows:

a. A note to submit a report or take some other action. The note would be destroyed after
the report is submitted or the action is taken.

b. An outgoing communication filed by the date on which a reply is expected. When the
reply is received, the communication is withdrawn and filed (if it is the record copy) or destroyed
(if it is an extra copy).

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DRAFT NYGD 5015

CHAPTER IV

LABELING PROCEDURES

1. File Numbers.

a. :

b. :

c. :

2. Labeling.

a. :

b. :

c. :

3. Lists of File Numbers.

a. :

b. :

c. :

3. Marking the Files.

a. :

b. :

c. :

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NYGD 5015 DRAFT

CHAPTER IV

APPLYING DISPOSITION INSTRUCTIONS

1. Disposition Standards.

a. For most records, the NYG disposition gives only the generic retention period (that is,
destroy after 2 years, destroy after 5 years, permanent, and so forth). In dispositions like these,
use table 3-1 to determine and apply the exact cut off (COFF), transfer, and disposition dates.

b. For some records, the NYG disposition also gives specific instructions for cut off,
transfer, or establishment of inactive files, for example, “Permanent, Place in Inactive Folder
(PIF) on completion of next inspection and cut off at the end of that year.” In this example, the
file remains among the currently used office files for however long it takes for the next
inspection to occur. When the next inspection does occur, the file gains definite disposition
instructions. At the end of the year in which the inspection occurred, the file is separated from
the active files or “cut off” and placed in a folder with the appropriate “permanent” disposition
instructions on the label. This record will be transferred to the NYG archives after the proper
period of time.

2. Files Cut Off. Files with permanent retention or retention of a specific number of years are
cut off at the end of the year in which action on the record has been completed. The retention
period does not begin until the records have been cut off. Files with a continuing type of
disposition, such as “Destroy when no longer needed for current operations,” are not cut off.
Review them annually, and remove and destroy individual records within the files when no
longer needed.

3. Disposition Instructions. There are three types of disposition instructions in NYG based on
“time,” “event,” and “time-event.”

a. With a “time” disposition, a record is cut off at the end of the month for a 30-day
disposition, at the end of a quarter for a three month disposition, semiannually for a 6-month
disposition, or at the end of the year for a 1-year or more disposition, held for the specified
period, and then destroyed. All such records which accumulate during the course of the year in
which the files are developed are cut off at the end of the month, quarter, or year, and then the
specified retention period begins. Examples of “time” dispositions and label entries are:

(1) Destroy after 30 days. Cut off at the end of the month, hold 1 month in the current
files area, and then destroy. Label entry examples are as follows:

(a) COFF 31 Jan 01, Dest Mar 01.

(b) COFF 28 Feb 01, Dest Apr 01.
(c) COFF 31 Mar 01, Dest May 01.

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DRAFT NYGD 5015

(d) COFF 30 Apr 01, Dest Jun 01.

(e) COFF 31 May 01, Dest Jul 01.
(f) COFF 30 Jun 01, Dest Aug 01.
(g) COFF 31 Jul 01, Dest Sep 01.
(h) COFF 31 Aug 01, Dest Oct 01.
(i) COFF 30 Sep 01, Dest Nov 01.
(j) COFF 31 Oct 01, Dest Dec 01.
(k) COFF 30 Nov 01, Dest Jan 02.
(l) COFF 30 Dec 01, Dest Feb 02.

(2) Destroy after 3 months. Cut off at the end of the quarter, hold three months in the
current files area, and then destroy. Label entry examples are as follows:

(a) COFF 31 Mar 01, Dest Jul 01.

(b) COFF 30 Jun 01, Dest Oct 01.
(c) COFF 30 Sep 01, Dest Jan 02.
(d) COFF 31 Dec 01, Dest Apr 02.

(3) Destroy after 1 year. Cut off at the end of the calendar year (CY) of fiscal year
(FY), hold one year in the current files area, and then destroy. Label entry would be “COFF 31
Dec 01, Dest Jan 03” for a calenday year or “COFF 31 Mar 01, Dest Apr 03” for a fiscal year.

b. With an “event”

c. With a combination “time-Event” disposition, a record is disposed of a certain period of

time after an event takes place.

(1) This disposition requires the creation of two folders. ACTIVE and INACTIVE. The
ACTIVE folder label does not show a year of accumulation, because it contains all the records of a case
or event that has not yet been completed. It is in the “Event” phase of the disposition, and it could be
years before it is completed. Once the case or event is completed, the information is moved to the
INACTIVE folder. This folder label does show the year of accumulation (completion), because the
folder is now in the “time” phase of the disposition. The INACTIVE folder need not be created until the
“event” phase of the disposition has occurred and the “time” phase is starting.

(2)

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NYGD 5015
Table 5-1
Disposition Standards
Rule A B C
and the abbreviated
If the file is disposition instructions Then the full disposition
accumulated by are would be
1 Any element of the Destroy after 1 month Cut off at the end of the
NYG to which NYGD month; hold 1 month in the
5015 applies. current files area (CFA); then
destroy.
2 Destroy after 3 months Cut off at the end of each
quarter; hold 3 months in the
CFA; then destroy
3 Destroy after 6 months Cut off twice a year,
according to the CY or FY;
hold 6 months in the CFA;
then destroy
4 Destroy after 1 year Cut off at the end of the CY
or FY; hold for 1 year in the
CFA; then destroy
5 Destroy after 2 years Cut off at the end of the CY
or FY; hold for 2 years in the
CFA; then destroy
6 Destroy upon Destroy when superseded or
occurrence of a specific obsolete.
action or event Destroy when no longer
needed for current
operations
7 Destroy a certain time Destroy 2 years after transfer
period after occurrence or separation of individual.
of a specific action or Place in INACTIVE file on
event transfer or separation of
individual; cut off INACTIVE
file at the end of year and
hold for 2 years in CFA; then
destroy.
8 Destroy after 3 or 4 Cut off at the end of the CY
years or FY; hold for 3 or 4 years in
the CFA; then destroy
9 HQ NYG J-Staff Destroy after 5 or more Cut off at the end of the CY
years (but not or FY; hold for 2 years in the
PERMANENT records) CFA; retire to the Archives
where the file will be held
until the total retention period
has expired; then destroy
10 PERMANENT
IV-3
DRAFT
D
and the disposition instructions on
the file label would be (examples
are calendar (CY) or fiscal year
(FY, as applicable)
COFF 31 Jan 01, Dest Mar 01
COFF 28 Feb 01, Dest Apr 01
COFF 31 Mar 01, Dest May 01
COFF 31 Apr 01, Dest Jun 01
COFF 31 Mar 01, Dest Jul 01
COFF 30 Jun 01, Dest Oct 01
COFF 30 Sep 01, Dest Jan 02
CY: COFF 30 Jun 01, Dest Jan 02
or COFF 31 Dec 01, Dest Jul 02
FY: COFF 30 Sep 01, Dest Oct 02
or COFF 31 Mar 02, Dest Oct 03
CY: COFF 31 Dec 01, Dest Jan 03
FY: COFF 31 Mar 01, Dest Apr 02
CY: COFF 31 Dec 01, Dest Jan 04
FY: COFF 31 Mar 01, Dest Apr 03
Destroy when superseded or
obsolete.
Destroy when no longer needed for
current operations
Example for a 2-year time-event
file:
ACTIVE:
PIF after transfer or separation of
individual
INACTIVE:
COFF 31 Dec 01, Dest Jan 04
Examples for a 3-year file:
CY: COFF 31 Dec 01, Dest Jan 05
FY: COFF 31 Mar 01, Dest Apr 04
Example for a 5-year file:
CY: COFF 31 Dec 01, Ret Arcives
Jan 04, Dest Jan 07.
FY: COFF 31 Mar 01, Ret Archives
Apr 03, Dest Apr 06
DRAFT
Appendix A
Records Disposition Standards
A-1. File Category 1000-1999
MANPOWER & PERSONNEL
Table A-1a File Category 1000
Manpower & Personnel - GENERAL
a. Prescribing Directives
(1) NYGD 1000 ID Cards (TBP)
b. Description. These records contain
correspondence on general manpower areas not specifically
covered in other areas.
FN: 1000
TITLE: ID CARDS
Privacy Act: not applicable
Description: Documents reflecting applications for
identification cards. Documents used for maintaining
accountability for identification cards. Included are
registers and similar documents. Documents
pertaining to issue of ID Card stocks. Information
relating to abuse of identification cards. Comments
and development of subject NYG Directive.
Administrative correspondence.
Disposition: destroy applications after 1 year,
registers after 5 years, abuse after separation of
individual.
Sub-files: Develop sub-files by MACOM if
necessary.
Army Regulation: 640-3; Air Instruction: .
FN: 1005
TITLE: CEREMONIES
Privacy Act: Not applicable.
Description: Information on conduct of ceremonies
by the NYG or NYG participation in ceremonies
conducted by other organizations. Included are
ceremonies such as retirements, funerals, reviews,
honor guards, parades, displays, exhibits, fairs,
observance of local and national holidays, and
comparable activities. The files consist of copies of
ceremonial and parade orders, instructions, request
for participation, coordination’s, etc.
Disposition: (1) Historically important and recurring
ceremonies: Permanent.
(2) Other: Destroy after 5 years.
Sub-files: by event if necessary
Army Regulation: 600-25; Air Instruction: .
Table A-1b File Category 1100
Manpower & Personnel - MANPOWER
a. Prescribing Directives
(1) NYGD 1140 TDA/UMD (TBP)
b. Description. These records contain policies and
procedures for issue of command orders and preparation
and publication of authorization documents (criteria for
manpower and equipment requirements).
NYGD 5015
FN: 1140
TITLE: TDA/UMD
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Documents relating to initiation, development,
preparation, review, approval, and managing Tables
of Distribution and Allowances (TDA)s, Unit Manning
Documents (UMD)s. Includes coordination review
and approval actions, and related documents.
Disposition: Destroy 3 years after supercession or
obsolescence.
Sub-files: Separate files for “type” unit development.
Army Regulation: 310-49; Air Instruction: 38-__,
26-2
Table A-1c File Category 1300
Manpower & Personnel - MILITARY PERSONNEL
a. Prescribing Directives
(1) NYGD 1300 Transfer Between Divisions
(2) NYGD 1305 Appointments and
Enlistments
(3) NYGD 1305 NYG Promotions
(4) NYGD 1308 Weight Standards
(5) NYGD 1310 Skill Qualifications (TBP)
(6) NYGD 1315 Regimental Affiliations
(TBP)
(7) NYGD 1319 Official Photographs
(8) NYGD 1321 Evaluation Reports
(9) NYGD 1322 Training
(10) NYGD 1323 Publication of Orders
(TBP)
(11) NYGD 1325 Security Clearances and
Investigations (TBP)
(12) NYGD 1331 Line of Duty Investigations
(13) NYGD 1332 Retirement
(14) NYGD 1334 Wear of Uniforms (TBP)
(15) NYGD 1338.1 Food Service
(16) NYGD 1338.2 Enlisted Uniform Issue
and Replacement
(17) NYGD 1348 NYG Awards and
Decorations
(18) NYGD 1349 Heraldry (TBP)
(19) NYGD 1352 Retired Recall
(20) NYGD 1379 Attendance
b. Description. These records concern
appointments; enlistment's; assignments; transfers;
retirement; recall; design. eligibility, presentation and wear
of awards and decorations; attendance; provision of
uniforms and subsistence to military members of the NYG.
FN: 1300
TITLE: TRANSFER BETWEEN DIVISION
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information related to interservice transfer of officers
and enlisted personnel. Included are requisitions,
nominations, applications, and preference statements
of individuals; assignment orders; delays or
NYGD 5015
restrictions; terminations or extensions; and related
information. Coordination and approvals between
service commanders.
Disposition: Destroy one year after transfer of
individual.
Sub-files: none
Army Regulation: 615-120; Air Instruction: .
FN: 1304
TITLE: APPOINTMENTS AND ENLISTMENTS
Privacy Act: applicable
Description: Documents and correspondence
related to the qualifications of individuals for
enlistment or appointment. Papers related to
advertisement for enlistment. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition: Destroy 2 years after appointment or
enlistment.
Sub-files: By name if necessary.
Army Regulation: 601-210 (enlisted) 601-100
(Officer) ; Air Instruction: .
FN: 1305
TITLE: NYG PROMOTIONS
Privacy Act: not applicable
Description: Documents relating to consideration
and selection of Officers, Warrant Officers, and
Enlisted personnel for promotion, reduction, removal
from promotion lists, and elimination. Included are
selection lists, board proceedings, and appointment
of board members, voting results, and similar related
documents. Promotion eligibility rosters. Comments
and development of subject NYG Directive.
Administrative correspondence.
Disposition: Destroy after two years
Sub-files: none
Army Regulation: 624-100; Air Instruction: .
FN: 1308
TITLE: WEIGHT STANDARDS
Privacy Act: not applicable
Description: Documents accumulated at unit level in
administration of weight program. Included are
requests for preliminary medical evaluations and
results. Notifications of individual soldier and
responses thereto. Comments and development of
subject NYG Directive. Administrative
correspondence.
Disposition: File in MPRJ upon satisfactory
completion or discharge. Maintain file while under
evaluation.
Sub-files: Alphabetical by individual.
Army Regulation: 600-9; Air Instruction: .
FN: 1310
TITLE: SKILL QUALIFICATIONS AND INSIGNIA
Privacy Act: not applicable
DRAFT
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Documents used in developing and maintaining
commissioned officers, warrant officers, and enlisted
MOS/AFSC structures that identify and describe
military positions for NYG use, and establishing
personnel qualifications to facilitate the selection,
training, distribution, assignment, management, and
professional development and use of personnel.
Included are studies involving research, classification,
job analysis, job evaluation, and similar data needed
to design and improve existing occupational and
personnel management methods, techniques, and
systems. Included are design and manufacture of
MOS/AFSC insignia.
Disposition: Destroy 2 years after cancellation of
related MOS/AFSC.
Sub-files: By MOS/AFSC title.
Army Regulation: 611-1; Air Instruction: .
FN: 1315
TITLE: REGIMENTAL AFFILIATIONS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Individual affiliations filed in their MPRJ under 1336.
Disposition: Destroy after 2 years.
Sub-files: None.
Army Regulation: 600-82; Air Instruction: .
FN: 1319
TITLE: OFFICIAL PHOTOGRAPHS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Individual’ photographs filed in their MPRJ under
1336.
Disposition: Destroy after 2 years.
Sub-files: None.
Army Regulation: 640-30 para 7; Air Instruction: .
FN: 1321
TITLE: EVALUATION REPORTS
Privacy Act: applicable to reports only.
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Correspondence on development of rating schemes
and compliance rates. These records concern
measuring the performance of military personnel in
their duty assignments through the use of evaluation
reports. Actual Evaluation Reports to be filed in
1336.
Disposition: Evaluation Reports are permanent,
program files destroy after two years.
Sub-files: none
Army Regulation: 623-1; Air Instruction: .
FN: 1322
DRAFT
TITLE: TRAINING
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Documents pertaining to planning and conducting
basic subjects, general training, and combined skills
training. Emergency Deployment and Readiness
Exercises. Documents related to support for Annual
Training of Army, Air and CMA elements. Included
are support plans, correspondence, etc.
Disposition: Destroy after 2 years.
Sub-files: Annual by MACOM. Additional separate
files for Annual Training periods.
Army Regulation: 350-1; Air Instruction: .
FN: 1322-s
TITLE: SCHOOLS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Documents about controlling and approving the
establishment, content, and conduct of individual
NYG school courses. They will describe the course’s
accuracy, currency, applicability, need, and
compliance with mission. Included are
recommendations about eliminating overlap and
duplication between courses, common subjects,
course approvals, and similar documents.
Disposition: Permanent during life of course,
destroy 5 years after termination.
Sub-files: by course description/subject.
Army Regulation: 351-1 Individual, 351-5 OCS,
351-9 Interservice; Air Instruction: .
FN: 1323
TITLE: PUBLICATION OF ORDERS
Privacy Act: applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Personal orders filed in individuals personnel records
under 1336. Documents announcing certain travel,
promotion, courts-martial, and personnel actions, and
separations issued by the HQ NYG, as non-
permanent orders. Includes any logs, indexes, or
other control documents used to ensure continuity of
orders numbers. Information relating to the
preparation, review, and issue of permanent orders.
Permanent orders pertaining to such matters as
organizational actions, awards, and decorations.
Disposition: Non-permanent orders destroy after 25
years. Permanent orders to archive.
Sub-files: Personnel type orders, Organizational
Orders.
Army Regulation: 310-10; Air Instruction: .
FN: 1325
TITLE: SECURITY CLEARANCES &
INVESTIGATIONS
Privacy Act: not applicable
NYGD 5015
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: 604-10; Air Instruction: .
FN: 1331
TITLE: LINE OF DUTY DETERMINATIONS
Privacy Act: applicable
Description: Documents relating to determining line
of duty status and investigating incidents concerning
individual members of the NYG. Requiring line of duty
determination. Included are statements of medical
examinations and duty status, reports of investigation,
line of duty and misconduct status, notifications of
findings, and similar information. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition: destroy after five (5) years.
Sub-files: Alphabetical by individual.
Army Regulation: 600-8-1; Air Instruction: .
FN: 1332
TITLE: RETIREMENT
Privacy Act: applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
These records concern separation of military
personnel from the NYG through discharge,
retirement, resignation, and dropping from the rolls;
types of discharge and reasons therefor.
Disposition: Destroy after 1 year.
Sub-files: none
Army Regulation: 635-100, 635-200; Air
Instruction: .
FN: 1334
TITLE: WEAR & APPEARANCE OF UNIFORMS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: 670-1; Air Instruction: .
FN: 1336
TITLE: MILITARY PERSONNEL RECORDS
Privacy Act: applicable
Description: Documents pertaining to the career
and current assignment of the individual.
Documents in this file are restricted to those
authorized for filing therein.
Disposition: Permanent, move from active files to
archives upon separation.
Sub-files: Alphabetical by Individual, separate
Officers and Enlisted records.
Army Regulation: 640-10; Air Instruction: .
NYGD 5015
FN: 1338.1
TITLE: FOOD SERVICE
Privacy Act: not applicable
Description: Routine correspondence related to
food program. Menus. Documentation related to
Food Service, headcount sheets, vouchers, billing
documentation. Comments and development of
subject NYG Directive. Administrative
correspondence.
Disposition:
Sub-files: Alphabetical by vendor.
Army Regulation: 30-1; Air Instruction: .
FN: 1338.2
TITLE: ENLISTED UNIFORM ISSUE &
REPLACEMENT
Privacy Act: not applicable
Description: Routine correspondence related to
uniform issue, serviceability, repair, turn-in and
disposition of NYG clothing items. Documentation
related to vouchers, and billing information.
Comments and development of subject NYG
Directive. Administrative correspondence.
Disposition:
Sub-files: Additional breakdown by MACOM and
their subsequent sub-commands as required for
issue, and by vendor for purchases.
Army Regulation: 700-84; Air Instruction: .
FN: 1348
TITLE: NYG AWARDS & DECORATIONS
Privacy Act: not applicable
Description: Records concerning the design,
eligibility, presentation, and wearing of medals,
decorations, badges and tabs, unit awards,
streamers, and special awards and honors for
outstanding service or accomplishments. Included
are the supply and manufacture of decorations and
appurtenances. Documents relating to
recommendations, reviews, and approvals of awards.
Comments and development of subject NYG
Directive. Administrative correspondence.
Disposition: Historical development records are
permanent, routine correspondence destroy after two
years.
Sub-files: none
Army Regulation: 672-5-1; Air Instruction: .
FN: 1349
TITLE: HERALDRY and HISTORICAL
Privacy Act: not applicable
Description: Information reflecting organizational
history. Included are unit history and supplements,
copies of lineage and honors certificates, data on
organizational flags, coats of arms, and distinctive
insignia, citations for organizational decorations.
Information on the development, research, design
and approval or disapproval of symbolic items worn
or displayed by organizations. Included are
DRAFT
equipment including insignia, medals, badges,
ribbons, coats of arms, guidons, pennants,
streamers, and other heraldic devices. Comments
and development of subject NYG Directive.
Administrative correspondence.
Disposition: PERMANENT
Sub-files: Numeric by unit designation.
Army Regulation: 840-10; Air Instruction: .
FN: 1352
TITLE: RETIRED RECALL
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Correspondence on considerations for recall of
retired personnel and their assigned duties.
Disposition: Destroy 1 year after termination of
recall
Sub-files: Alphabetical by name.
Army Regulation: ; Air Instruction: .
FN: 1379
TITLE: ATTENDANCE
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Correspondence and reports on percentages of
attendance and strength of the NYG.
Disposition:
Sub-files:
Army Regulation: 140-185; Air Instruction: 65-
101.
Table A-1d File Category 1400
Manpower & Personnel - CIVILIAN PERSONNEL
a. Prescribing Directives
(1) None planned, use DMNA Regulations
b. Description. These records concern the
administration of the civilian personnel in the NYG office.
Most of the records contained in this series are as
prescribed by DMNA regulations.
FN: 1400
TITLE: CIVILIAN PERSONNEL
Privacy Act: not applicable
Description: Administrative correspondence.
Information on job descriptions, correspondence on
evaluations, information reflecting qualifications,
promotions, awards, and similar information.
Disposition: Destroy after 2 years.
Sub-files: none
Army Regulation: 690-200; Air Instruction: .
FN: 1422
TITLE: HOURS
Privacy Act: not applicable
Description: This is information relating to the
establishment of working hours, holiday sharing and
DRAFT
similar matters affecting the work schedules of civilian
employees. Included are published record copies of
instructions, letters, messages, and similar
information.
Disposition: Destroy when no longer needed for
current staffing.
FN: 1424
TITLE: LEAVE
Privacy Act: not applicable
Description: Requests for periods of leave.
Disposition: Destroy after 1 year.
A-2. File Category 3000
PLANS, OPERATIONS, &
INTELLIGENCE
a. Prescribing Directives
(1) NYGD 3005 Alert and Assembly
(2) NYGD 3025 Civil Affairs (TBP)
(3) NYGD 3305 Intelligence
b. Description. These records concern NYS
Command and Control and other requirements for
operational information, activities and functions in support
of state operations, resources, lessons learned, search and
report operations, and operational planning. (Table A-2)
Table A-2
File Category 3000 Plans and Operations
FN: 3005
TITLE: ALERT & ASSEMBLY
Privacy Act: applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition: Destroy Alert Lists upon issuance of
new list.
Sub-files: none
Army Regulation: ; Air Instruction: .
FN: 3025
TITLE: PLANS & OPERATIONS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information pertaining to the preparation,
coordination, and approval of operational plans and
orders, which are applicable to the overall
deployment of the NYG. Included are copies of the
approved plans, orders, comments,
recommendations, contributions, approvals and
disapproval's, coordination's, and other directly
related information. Also included is after action
reports and summaries.
Disposition: Permanent Historical file
Sub-files: by operational title.
Army Regulation: 525-1; Air Instruction: .
FN: 3305
TITLE: INTELLIGENCE
Privacy Act: not applicable
NYGD 5015
Description: Reports gathered in intelligence
organizations resulting from the collection, evaluation,
analysis, and interpretation of technical intelligence,
domestic intelligence, or information about activities
or conditions in NYS that may threaten the populace.
Disposition: Destroy after 2 years.
Sub-files: none
Army Regulation: 381-19; Air Instruction: .
A-3. File Category 4000
LOGISTICS
Table A-3a File Category 4000
Logistics - GENERAL
a. Prescribing Directives none
b. Description. These records concern logistics
policies, procedures, and support covering supplies,
equipment, and facilities in several different logistical
areas.
FN: 4000
TITLE: INSTALLATION MANAGEMENT
Privacy Act: not applicable
Description: water, sewer, repairs. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: ; Air Instruction: .
Table A-3b File Category 4100 Logistics -
MATERIAL & PROPERTY MANAGEMENT
a. Prescribing Directives
(1) NYGD 4140 Property Control Procedures
b. Description. These records concern authority,
policies, and procedures governing accounting for NYG
and state property in terms of both monetary value and
quantity. They include accounting for lost, damaged and
destroyed property; reports of surveys, and financial
inventory accounting for materials and property.
FN: 4140
TITLE: PROPERTY CONTROL
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Background material consisting of documents
pertaining to requests for, authorization and
assignment of, or cancellation of, serial numbers of
equipment and information concerning inventory or
audit status, accountability, and transfer of
accountability.
Disposition: Destroy files after 3 years. Destroy
summary inventories upon update with new inventory.
Sub-files: none
Army Regulation: 735-5; Air Instruction: .
FN: 4140-pb
TITLE: PROPERTY BOOKS
Privacy Act: not applicable
Description: Property Books.
Disposition: PERMANENT
NYGD 5015
Sub-files: Property books sub-file by MACOM and
units.
Army Regulation: 735-5; Air Instruction: .
FN: 4140-rs
TITLE: REPORTS OF SURVEY
Privacy Act: not applicable
Description: Reports that describe the
circumstances and recommended action concerning
the loss, damage or destruction of State Property.
Disposition: Files involved with pecuniary liability
retained for 5 years.
Sub-files: By Report of Survey.
Army Regulation: 735-5; Air Instruction: .
Table A-3c File Category 4500
Logistics - TRANSPORTATION
a. Prescribing Directives
(1) NYGD 4510 DMNA TAG-9s and TBTA
(TBP)
(2) NYGD 4515 State Guard License Plates
b. Description. These records concern specific
modes of transportation, travel and delivery means..
FN: 4510
TITLE: DMNA TAG 9s and TBTA
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information pertaining to the issuance of thruway
passes (DMNA TAG 9) and toll Tunnel and Bridge
Transportation Authority (TBTA) tickets for official
travel of NYG personnel. Logs and registers of
issuance, and returned stubs of TBTAs.
Disposition: Destroy after 3 years.
Sub-files: none
Army Regulation: 55-355; Air Instruction: .
FN: 4515
TITLE: STATE GUARD LICENSE PLATES
Privacy Act: applicable
Description: Information accumulated related to the
requesting, issuance transferring and revocation of
NYS Special Plates for the NYG. Maintenance of
roster of assigned plates. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition:
Sub-files: none
Army Regulation: 58-1; Air Instruction: .
FN: 4525
TITLE: POSTAL
Privacy Act: not applicable
Description: Postage stamp stock and issue
accounts, information on metered postage.
Information reflecting the receipt or dispatch of
registered mail. Comments and development of
DRAFT
subject NYG Directive. Administrative
correspondence.
Disposition: Destroy after 2 years.
Sub-files: Additional breakdown by MACOM and
their subsequent sub-commands as required.
Army Regulation: 600-8-3 ; Air Instruction: .
Table A-3d File Category 4600
Logistics - COMMUNICATIONS & ELECTRONICS
a. Prescribing Directives
(1) NYGD 4650 (TBP)
b. Description. These records concern resources,
services used, and functions performed in the supply of
communications equipment and services.
FN: 4640
TITLE: TELECOMMUNICATIONS (telephone)
Privacy Act: not applicable
Description: Information related to the purchase of
telephone service and documents used to request or
authorize telephone service for the NYG. Included
are copies of contracts for purchase of service, work
orders, billings related to telephone lines,
instruments, calling cards, etc. Comments and
development of subject NYG Directive.
Disposition: Destroy after 2 years
Sub-files: not expected, recommend MACOM or
location.
Army Regulation: 25-1 Air Instruction: .
FN: 4650
TITLE: MILITARY AFFILIATE RADIO SYSTEM
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Authorizations for stations to operate on specific
frequencies at specific times to communicate with
other stations in the NYG or other military
components and comparable operational
authorizations. Included are coordinating actions,
authorizations, and related information.
Disposition: Destroy after 2 years
Sub-files: none
Army Regulation: 25-6; Air Instruction: .
A-4. File Category 5000
ACQUISITION AND ADMINISTRATIVE
MANAGEMENT
Table A-4a File Category 5000 Acquisition and
Admin Management - OFFICE ADMINISTRATION
a. Prescribing Directives
(1) NYGD 5005 Office Management (TBP)
(2) NYGD 5010 Office Symbols and
Distribution
(3) NYGD 5015 Records Management -
Filing (TBP)
(4) NYGD 5020 Preparing and Managing
Correspondence (TBP)
(5) NYGD 5025 Directives System and Index
b. Description. These files relate primarily to the
housekeeping operations (records management,
DRAFT
publications system) within any office in the NYG. They
do not relate to the functions or missions of an office. They
accumulate because an office exists; they are NOT why the
office exists. More specifically, these files accumulate
because of the day-to-day administration of an office and
its personnel.
FN: 5005
TITLE: OFFICE MANAGEMENT
Privacy Act: not applicable
Description: General correspondence files.
Comments and development of subject NYG
Directive.
Disposition:
Sub-files:
SFN-1a: FILE NUMBERS (use 5015)
SFN -1b: OFFICE GENERAL MANAGEMENT
Description: Information relating to the general
management of the office. This information covers internal
office procedures and events such as parking, charitable
affairs, blood drives, open house, office safety, employee
meetings, etc.
Disposition: Destroy after 1 year.
SFN -1c: CONFERENCES - MEETINGS
Description: Information accumulated by participants
in such conferences/meetings as the DMNA Staff Meetings,
Sr Commanders Quarterly meeting, Commander's
Conference. This information relates to discussions, new
policies, important events, briefing slides. Included are
plans for the conference/meeting, agenda, list of invitees,
and other information.
Disposition: Destroy when no longer needed for
reference..
DMNA STAFF MEETINGS
COMMANDER'S CONFERENCE(s)
SFN -1d: REPORTS
Description: Copies of reports submitted in response
to higher headquarters request.
Disposition: Destroy after 1 year.
SFN -1e: HOUSEKEEPING INSTRUCTIONS
Description: Memorandums or instructions dealing
with the office's internal administrative procedures.
Disposition: Destroy when superceded or obsolete.
SFN -1f: SERVICE & SUPPLIES (use 5335)
SFN -1g: REPRODUCTION (use 5330)
SFN -1h: OFFICE MAIL CONTROLS
Description: Information pertaining to controlling
incoming and outgoing mail. Included are routing and
suspense slips, records of messenger trips, mail receipts,
and similar information.
Disposition: Accountable mail receipts destroy after 2
years, other documents destroy after 3 months.
SFN -1i: OFFICE PROPERTY RECORDS
Description: Lists, receipts, or comparable
information, showing accountable property charged to an
office. (This does not include the formal supply accounting
records described in 4140. Also included is information
related to approval, use, repairs, and adjustments of office
equipment such as copiers, computers, or similar systems
and equipment.
Disposition: Destroy when superseded or equipment
is turned in..
SFN -1j: ACCESS CONTROLS (DMNA)
Description: Information received or prepared by the
office that identifies individuals authorized access to the
NYGD 5015
building, DMNA ID Cards, requests and approvals for
access, rosters of those authorized access, and similar
information.
Disposition: Destroy when superceded, or individual
has been transferred or separated..
SFN -1k: JOB DESCRIPTIONS (use 1400)
SFN -1l: PERSONNEL T&A FILES (use 1422)
SFN -1m: POLICIES & PRECEDENT
Description: Copies of policy or precedent documents
for future and continuing action. Included are Standing
Operating Procedures (SOP), statements of policy or
procedure, etc.
Disposition: Destroy when obsolete, replaced.
SFN -1n: OFFICE PRIVACY DISCLOSURES
(use 5401)
SFN -1o: READING FILES
Description: Copies of outgoing communications,
arranged by date, for periodic review by staff members.
Disposition: Destroy after 1 year.
SFN -1p: REFERENCE PUBLICATIONS
Description: Publications from any DMNA or NYG
element kept for reference in the office.
Disposition: Destroy after 1 year, or when no longer
needed for reference, whichever is sooner.
Army Regulation: 1-21; Air Instruction: .
FN: 5010
TITLE: OFFICE SYMBOLS & DISTRIBUTION
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: 25-50; Air Instruction: 37-127.
FN: 5015
TITLE: RECORDS MANAGEMENT - FILING
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Approved listing of file numbers and disposition
authority.
Disposition: Dispose when superceded.
Sub-files: none
Army Regulation: 25-400; Air Instruction: .
FN: 5020
TITLE: PREPARING & MANAGING
CORRESPONDENCE
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition: Dispose when superceded. Samples
of proper correspondence.
Sub-files: none
Army Regulation: 310-1; Air Instruction: .
FN: 5025
TITLE: DIRECTIVES SYSTEM & INDEX
NYGD 5015
Privacy Act: not applicable
Description: Information relating to the improvement
and development of NYG Directives through editing,
changing, and rewriting of first drafts. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition: Dispose when superceded.
Sub-files: none
Army Regulation: ; Air Instruction: .
Table A-4b File Category 5100 Acquisition and
Admin Management - ORGANIZATIONAL
CHARTERS
a. Prescribing Directives
(1) NYGD 5100 Mission and Essential Tasks
b. Description. These records concern organization,
mission, responsibilities, duties, and functions of the NYG.
FN: 5100
TITLE: MISSION AND ESSENTIAL TASKS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Copies of Mission and METL approved by The
Adjutant General, and related correspondence and
staffing papers. Information relating to the
establishment of and changes to organizational
functions and relationships of activities, and
commands.
Disposition: PERMANENT
Sub-files: none
Army Regulation: 10-5; Air Instruction: . NG
Regulation: 10-4
FN: 5
TITLE: AGREEMENTS
Privacy Act: not applicable
Description: Copies of Memorandums of
Understanding (MOU) approved by The Adjutant
General or other State Military Force Commanders,
and related correspondence and staffing papers.
Disposition: PERMANENT
Sub-files: none
Army Regulation: ; Air Instruction: .
Table A-4c File Category 5300 Acquisition and
Admin Management - OFFICE AND
ADMINISTRATIVE SERVICES
a. Prescribing Directives
(1) NYGD
b. Description. These records concern services
provided within and office for that office.
FN: 5305
TITLE: SPACE (Office/Armory)
Privacy Act: not applicable
Description: Administrative correspondence on
assigned space in Armories, and at Camp Smith.
Correspondence and actions related to maintenance
and improvement of these spaces.
DRAFT
Disposition:
Sub-files:
Army Regulation: ; Air Instruction: .
FN: 5330
TITLE: Printing Copying
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: ; Air Instruction: .
FN: 5335
TITLE: OFFICE SUPPLIES & EQUIPMENT
Privacy Act: not applicable
Description: Information relating to an office's
ordinary supplies and equipment, communications,
transportation, custodial or other services required by
an office, and to the general maintenance of an
office. Included are authorizations, requests, receipts
for supplies, equipment, and similar papers, requests
and other documents about issuing keys and locks to
an office; requests for publications and blank forms;
requests to install telephones, floor plans; request
pertaining to office utilities or other aspects of
maintenance; and other services required.
Disposition: Destroy records when superceded or
obsolete, all other records destroy when no longer
needed for current operations.
Sub-files: none
Army Regulation: ; Air Instruction: .
Table A-4d File Category 5400 Acquisition and
Admin Management - PUBLIC AFFAIRS
a. Prescribing Directives
(1) NYGD 5400 Public Affairs
b. Description. These records concern public
information, objectives, principles, and procedures; review,
clearance, and release of public information; internal
information and community relations programs; speakers
program; relations with public news media and industry.
FN: 5400
TITLE: PUBLIC AFFAIRS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information on the preparation, coordination,
clearance, and release of information to the public
through newspapers, periodicals, radio, television,
public appearances, the internet, and other media.
Included are printed or processed press releases,
speeches, radio, television, and the coordinating
information gathered in obtaining DMNA clearances
for the releases.
Disposition: Destroy after 5 years.
Sub-files: By individual subject/release.
Army Regulation: 360-5; Air Instruction: .
DRAFT
FN: 5401
TITLE: FOIA
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Requests for information under the Freedom of
Information Act (FOIA) or state Freedom of
Information Law (FOIL). Included are the original
request, a copy of the reply thereto granting access
or denying access to all or part of the requested
information, stating inability to identify records or
nonexistence of requested records, and indicating
fees charged; and related information.
Disposition: a. Replies granting access, or replies
for nonexistent records Destroy after 2 years.
b. Replies denying access to all or part of a request,
destroy after 6 years.
Sub-files: By individual request, name.
Army Regulation: 25-55; Air Instruction: .
Table A-4e File Category 5500 Acquisition and
Admin Mgt - LEGISLATIVE AND LEGAL AFFAIRS
a. Prescribing Directives none
b. Description. These records concern
correspondence with state legislators or federal
congressional members.
FN: 5500
TITLE: LEGISLATIVE (Government) AFFAIRS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information on preparing and processing legislation,
Executive orders, proclamations, and reports on
legislation proposed by or of interest to the NYG,
excluding appropriation actions. Copies of
correspondence with legislators, or DMNA Legislative
Affairs office.
Disposition: Destroy after 5 years.
Sub-files:
Army Regulation: 1-20; Air Instruction: none.
FN: 5510
TITLE: LEGAL
Privacy Act: not applicable
Description: Routine comments on Directives or
State Military Law. Courts-martial proceedings.
Continuing Legal Education correspondence.
Comments and development of subject NYG
Directive. Administrative correspondence.
Disposition:
Sub-files:
Army Regulation: ; Air Instruction: .
A-5. File Category 6000
HEALTH (MEDICAL SERVICES)
a. Prescribing Directives
(1) NYGD 6130 Standards of Medical Fitness
(TBP)
NYGD 5015
b. Description. These records concern
composition, mission, responsibilities, and functions
of NYG Medical personnel and units, administration
and operation of NYG treatment facilities, medical,
dental, and medical and dental supplies and
equipment. Included are standards of medical fitness
for NYG membership. (Table A-5)
Table A-5
File Category 6000 Health (Medical Services)
FN: 6130
TITLE: STANDARDS OF MEDICAL FITNESS
Privacy Act: not applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Information related to medical fitness standards and
medical examination requirements for admission
(appointment, enlistment, induction) to the NYG.
This includes information accumulated by by medical
facility which conduct medical examinations.
Included are reports of medical examination, medical
history, and similar information.
Disposition: Destroy after 1 year
NOTE: NYG Forms 88 and 93 and related
documents will be forwarded to MPRJ in accordance
with NYGD 1336.
Sub-files: by name at clinic.
Army Regulation: 40-501; Air Instruction: 48-123.
A-6. File Category 7000
BUDGET AND FINANCE
a. Prescribing Directives
(1) NYGD 7040 Budget Procedure
(2) NYGD 7041 Service Value Report
(3) NYGD 7050 Purchasing Procedures
b. Description. These records concern policies,
procedures, direction, and supervision of financial
functions, including budgeting, accounting, funding,
entitlements, pay, expenditures, fiscal codes, and
related reports.(Table A-6)
Table A-6
File Category 6000 Budget and Finance
FN: 7040
TITLE: BUDGET
Privacy Act: not applicable
Description: Correspondence and papers relative to
the development of an annual NYG budget.
Correspondence related to approved budget
amounts. Board actions related to allocation of funds
to MACOMS and approved budget items. Printouts of
budget balance spreadsheets. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition: Destroy after 6 years.
Sub-files: none.
Army Regulation: 37-49; Air Instruction: .
FN: 7041
TITLE: SERVICE VALUE REPORT
Privacy Act: not applicable
NYGD 5015 DRAFT

Description: Transmittal documentation, summaries

and copies of service value reports. Comments and
development of subject NYG Directive.
Administrative correspondence.
Disposition:
Sub-files: Sub-files by MACOM if necessary.
Army Regulation: ; Air Instruction: .

FN: 7050
TITLE: PURCHASING
Privacy Act: not applicable
Description: Correspondence and copies of
invoices and payment documentation kept
alphabetically by vendor. Invoices for Uniforms filed
under 1338.2. Invoices for Food Service filed under
1338.1. Comments and development of subject NYG
Directive. Administrative correspondence.
Disposition:
Sub-files: Alphabetical by vendor.
Army Regulation: 37-107; Air Instruction: .
A-6. File Category 8000
INFORMATION MANAGEMENT
a. Prescribing Directives
(1) NYGD 8120 NYG Personnel Database
(TBP)
b. Description. These records concern subjects
pertaining to military and civilian personnel not
specifically provided for in the 1300 series, or which
contain procedures pertaining to more than one
area.(Table A-1)
Table A-6
File Category 8000 Information Management

FN: 8120
TITLE: NYG PERSONNEL DATABASE
Privacy Act: applicable
Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Printout or CD of database. Documents prepared for
reporting a change to and updating the NYG
Database. Computer generated reports pertaining to
strength accounting, organizational and personnel
record keeping, information exchange with other
databases, command and staff reporting designed for
use by the functional manager, personnel manager,
and data analysts..
Disposition: Destroy previous database upon
update.
Sub-files: none
Army Regulation: 600-8; Air Instruction: .