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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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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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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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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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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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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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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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(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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Table 5-1
Disposition Standards
Rule A B C D
and the disposition instructions on
and the abbreviated the file label would be (examples
If the file is disposition instructions Then the full disposition are calendar (CY) or fiscal year
accumulated by are would be (FY, as applicable)
1 Any element of the Destroy after 1 month Cut off at the end of the COFF 31 Jan 01, Dest Mar 01
NYG to which NYGD month; hold 1 month in the COFF 28 Feb 01, Dest Apr 01
5015 applies. current files area (CFA); then COFF 31 Mar 01, Dest May 01
destroy. COFF 31 Apr 01, Dest Jun 01
2 Destroy after 3 months Cut off at the end of each COFF 31 Mar 01, Dest Jul 01
quarter; hold 3 months in the COFF 30 Jun 01, Dest Oct 01
CFA; then destroy COFF 30 Sep 01, Dest Jan 02
3 Destroy after 6 months Cut off twice a year, CY: COFF 30 Jun 01, Dest Jan 02
according to the CY or FY; or COFF 31 Dec 01, Dest Jul 02
hold 6 months in the CFA; FY: COFF 30 Sep 01, Dest Oct 02
then destroy or COFF 31 Mar 02, Dest Oct 03
4 Destroy after 1 year Cut off at the end of the CY CY: COFF 31 Dec 01, Dest Jan 03
or FY; hold for 1 year in the FY: COFF 31 Mar 01, Dest Apr 02
CFA; then destroy
5 Destroy after 2 years Cut off at the end of the CY CY: COFF 31 Dec 01, Dest Jan 04
or FY; hold for 2 years in the FY: COFF 31 Mar 01, Dest Apr 03
CFA; then destroy
6 Destroy upon Destroy when superseded or Destroy when superseded or
occurrence of a specific obsolete. obsolete.
action or event Destroy when no longer
needed for current Destroy when no longer needed for
operations current operations
7 Destroy a certain time Destroy 2 years after transfer Example for a 2-year time-event
period after occurrence or separation of individual. file:
of a specific action or Place in INACTIVE file on ACTIVE:
event transfer or separation of PIF after transfer or separation of
individual; cut off INACTIVE individual
file at the end of year and INACTIVE:
hold for 2 years in CFA; then COFF 31 Dec 01, Dest Jan 04
destroy.
8 Destroy after 3 or 4 Cut off at the end of the CY Examples for a 3-year file:
years or FY; hold for 3 or 4 years in CY: COFF 31 Dec 01, Dest Jan 05
the CFA; then destroy FY: COFF 31 Mar 01, Dest Apr 04
9 HQ NYG J-Staff Destroy after 5 or more Cut off at the end of the CY Example for a 5-year file:
years (but not or FY; hold for 2 years in the CY: COFF 31 Dec 01, Ret Arcives
PERMANENT records) CFA; retire to the Archives Jan 04, Dest Jan 07.
where the file will be held FY: COFF 31 Mar 01, Ret Archives
until the total retention period Apr 03, Dest Apr 06
has expired; then destroy
10 PERMANENT

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Appendix A FN: 1140


TITLE: TDA/UMD
Records Disposition Standards Privacy Act: not applicable
Description: Comments and development of subject
A-1. File Category 1000-1999 NYG Directive. Administrative correspondence.
MANPOWER & PERSONNEL Documents relating to initiation, development,
Table A-1a File Category 1000 preparation, review, approval, and managing Tables
Manpower & Personnel - GENERAL of Distribution and Allowances (TDA)s, Unit Manning
a. Prescribing Directives Documents (UMD)s. Includes coordination review
(1) NYGD 1000 ID Cards (TBP) and approval actions, and related documents.
b. Description. These records contain Disposition: Destroy 3 years after supercession or
correspondence on general manpower areas not specifically obsolescence.
covered in other areas. Sub-files: Separate files for “type” unit development.
Army Regulation: 310-49; Air Instruction: 38-__,
FN: 1000 26-2
TITLE: ID CARDS
Privacy Act: not applicable Table A-1c File Category 1300
Description: Documents reflecting applications for Manpower & Personnel - MILITARY PERSONNEL
identification cards. Documents used for maintaining a. Prescribing Directives
accountability for identification cards. Included are (1) NYGD 1300 Transfer Between Divisions
registers and similar documents. Documents (2) NYGD 1305 Appointments and
pertaining to issue of ID Card stocks. Information Enlistments
relating to abuse of identification cards. Comments (3) NYGD 1305 NYG Promotions
and development of subject NYG Directive. (4) NYGD 1308 Weight Standards
Administrative correspondence. (5) NYGD 1310 Skill Qualifications (TBP)
Disposition: destroy applications after 1 year, (6) NYGD 1315 Regimental Affiliations
registers after 5 years, abuse after separation of (TBP)
individual. (7) NYGD 1319 Official Photographs
Sub-files: Develop sub-files by MACOM if (8) NYGD 1321 Evaluation Reports
necessary. (9) NYGD 1322 Training
Army Regulation: 640-3; Air Instruction: . (10) NYGD 1323 Publication of Orders
(TBP)
(11) NYGD 1325 Security Clearances and
FN: 1005 Investigations (TBP)
TITLE: CEREMONIES (12) NYGD 1331 Line of Duty Investigations
Privacy Act: Not applicable. (13) NYGD 1332 Retirement
Description: Information on conduct of ceremonies (14) NYGD 1334 Wear of Uniforms (TBP)
by the NYG or NYG participation in ceremonies (15) NYGD 1338.1 Food Service
conducted by other organizations. Included are (16) NYGD 1338.2 Enlisted Uniform Issue
ceremonies such as retirements, funerals, reviews, and Replacement
honor guards, parades, displays, exhibits, fairs, (17) NYGD 1348 NYG Awards and
observance of local and national holidays, and Decorations
comparable activities. The files consist of copies of (18) NYGD 1349 Heraldry (TBP)
ceremonial and parade orders, instructions, request (19) NYGD 1352 Retired Recall
for participation, coordination’s, etc. (20) NYGD 1379 Attendance
Disposition: (1) Historically important and recurring b. Description. These records concern
ceremonies: Permanent. appointments; enlistment's; assignments; transfers;
(2) Other: Destroy after 5 years. retirement; recall; design. eligibility, presentation and wear
Sub-files: by event if necessary of awards and decorations; attendance; provision of
Army Regulation: 600-25; Air Instruction: . uniforms and subsistence to military members of the NYG.

Table A-1b File Category 1100 FN: 1300


Manpower & Personnel - MANPOWER TITLE: TRANSFER BETWEEN DIVISION
a. Prescribing Directives Privacy Act: not applicable
(1) NYGD 1140 TDA/UMD (TBP) Description: Comments and development of subject
b. Description. These records contain policies and NYG Directive. Administrative correspondence.
procedures for issue of command orders and preparation Information related to interservice transfer of officers
and publication of authorization documents (criteria for and enlisted personnel. Included are requisitions,
manpower and equipment requirements). nominations, applications, and preference statements
of individuals; assignment orders; delays or
NYGD 5015 DRAFT

restrictions; terminations or extensions; and related Description: Comments and development of subject
information. Coordination and approvals between NYG Directive. Administrative correspondence.
service commanders. Documents used in developing and maintaining
Disposition: Destroy one year after transfer of commissioned officers, warrant officers, and enlisted
individual. MOS/AFSC structures that identify and describe
Sub-files: none military positions for NYG use, and establishing
Army Regulation: 615-120; Air Instruction: . personnel qualifications to facilitate the selection,
training, distribution, assignment, management, and
professional development and use of personnel.
FN: 1304 Included are studies involving research, classification,
TITLE: APPOINTMENTS AND ENLISTMENTS job analysis, job evaluation, and similar data needed
Privacy Act: applicable to design and improve existing occupational and
Description: Documents and correspondence personnel management methods, techniques, and
related to the qualifications of individuals for systems. Included are design and manufacture of
enlistment or appointment. Papers related to MOS/AFSC insignia.
advertisement for enlistment. Comments and Disposition: Destroy 2 years after cancellation of
development of subject NYG Directive. related MOS/AFSC.
Administrative correspondence. Sub-files: By MOS/AFSC title.
Disposition: Destroy 2 years after appointment or Army Regulation: 611-1; Air Instruction: .
enlistment.
Sub-files: By name if necessary.
Army Regulation: 601-210 (enlisted) 601-100 FN: 1315
(Officer) ; Air Instruction: . TITLE: REGIMENTAL AFFILIATIONS
Privacy Act: not applicable
Description: Comments and development of subject
FN: 1305 NYG Directive. Administrative correspondence.
TITLE: NYG PROMOTIONS Individual affiliations filed in their MPRJ under 1336.
Privacy Act: not applicable Disposition: Destroy after 2 years.
Description: Documents relating to consideration Sub-files: None.
and selection of Officers, Warrant Officers, and Army Regulation: 600-82; Air Instruction: .
Enlisted personnel for promotion, reduction, removal
from promotion lists, and elimination. Included are
selection lists, board proceedings, and appointment FN: 1319
of board members, voting results, and similar related TITLE: OFFICIAL PHOTOGRAPHS
documents. Promotion eligibility rosters. Comments Privacy Act: not applicable
and development of subject NYG Directive. Description: Comments and development of subject
Administrative correspondence. NYG Directive. Administrative correspondence.
Disposition: Destroy after two years Individual’ photographs filed in their MPRJ under
Sub-files: none 1336.
Army Regulation: 624-100; Air Instruction: . Disposition: Destroy after 2 years.
Sub-files: None.
Army Regulation: 640-30 para 7; Air Instruction: .
FN: 1308
TITLE: WEIGHT STANDARDS
Privacy Act: not applicable FN: 1321
Description: Documents accumulated at unit level in TITLE: EVALUATION REPORTS
administration of weight program. Included are Privacy Act: applicable to reports only.
requests for preliminary medical evaluations and Description: Comments and development of subject
results. Notifications of individual soldier and NYG Directive. Administrative correspondence.
responses thereto. Comments and development of Correspondence on development of rating schemes
subject NYG Directive. Administrative and compliance rates. These records concern
correspondence. measuring the performance of military personnel in
Disposition: File in MPRJ upon satisfactory their duty assignments through the use of evaluation
completion or discharge. Maintain file while under reports. Actual Evaluation Reports to be filed in
evaluation. 1336.
Sub-files: Alphabetical by individual. Disposition: Evaluation Reports are permanent,
Army Regulation: 600-9; Air Instruction: . program files destroy after two years.
Sub-files: none
Army Regulation: 623-1; Air Instruction: .
FN: 1310
TITLE: SKILL QUALIFICATIONS AND INSIGNIA
Privacy Act: not applicable FN: 1322
DRAFT NYGD 5015

TITLE: TRAINING Description: Comments and development of subject


Privacy Act: not applicable NYG Directive. Administrative correspondence.
Description: Comments and development of subject Disposition:
NYG Directive. Administrative correspondence. Sub-files:
Documents pertaining to planning and conducting Army Regulation: 604-10; Air Instruction: .
basic subjects, general training, and combined skills
training. Emergency Deployment and Readiness
Exercises. Documents related to support for Annual FN: 1331
Training of Army, Air and CMA elements. Included TITLE: LINE OF DUTY DETERMINATIONS
are support plans, correspondence, etc. Privacy Act: applicable
Disposition: Destroy after 2 years. Description: Documents relating to determining line
Sub-files: Annual by MACOM. Additional separate of duty status and investigating incidents concerning
files for Annual Training periods. individual members of the NYG. Requiring line of duty
Army Regulation: 350-1; Air Instruction: . determination. Included are statements of medical
examinations and duty status, reports of investigation,
line of duty and misconduct status, notifications of
FN: 1322-s findings, and similar information. Comments and
TITLE: SCHOOLS development of subject NYG Directive.
Privacy Act: not applicable Administrative correspondence.
Description: Comments and development of subject Disposition: destroy after five (5) years.
NYG Directive. Administrative correspondence. Sub-files: Alphabetical by individual.
Documents about controlling and approving the Army Regulation: 600-8-1; Air Instruction: .
establishment, content, and conduct of individual
NYG school courses. They will describe the course’s
accuracy, currency, applicability, need, and FN: 1332
compliance with mission. Included are TITLE: RETIREMENT
recommendations about eliminating overlap and Privacy Act: applicable
duplication between courses, common subjects, Description: Comments and development of subject
course approvals, and similar documents. NYG Directive. Administrative correspondence.
Disposition: Permanent during life of course, These records concern separation of military
destroy 5 years after termination. personnel from the NYG through discharge,
Sub-files: by course description/subject. retirement, resignation, and dropping from the rolls;
Army Regulation: 351-1 Individual, 351-5 OCS, types of discharge and reasons therefor.
351-9 Interservice; Air Instruction: . Disposition: Destroy after 1 year.
Sub-files: none
Army Regulation: 635-100, 635-200; Air
FN: 1323 Instruction: .
TITLE: PUBLICATION OF ORDERS
Privacy Act: applicable
Description: Comments and development of subject FN: 1334
NYG Directive. Administrative correspondence. TITLE: WEAR & APPEARANCE OF UNIFORMS
Personal orders filed in individuals personnel records Privacy Act: not applicable
under 1336. Documents announcing certain travel, Description: Comments and development of subject
promotion, courts-martial, and personnel actions, and NYG Directive. Administrative correspondence.
separations issued by the HQ NYG, as non- Disposition:
permanent orders. Includes any logs, indexes, or Sub-files:
other control documents used to ensure continuity of Army Regulation: 670-1; Air Instruction: .
orders numbers. Information relating to the
preparation, review, and issue of permanent orders.
Permanent orders pertaining to such matters as FN: 1336
organizational actions, awards, and decorations. TITLE: MILITARY PERSONNEL RECORDS
Disposition: Non-permanent orders destroy after 25 Privacy Act: applicable
years. Permanent orders to archive. Description: Documents pertaining to the career
Sub-files: Personnel type orders, Organizational and current assignment of the individual.
Orders. Documents in this file are restricted to those
Army Regulation: 310-10; Air Instruction: . authorized for filing therein.
Disposition: Permanent, move from active files to
archives upon separation.
FN: 1325
Sub-files: Alphabetical by Individual, separate
TITLE: SECURITY CLEARANCES & Officers and Enlisted records.
INVESTIGATIONS Army Regulation: 640-10; Air Instruction: .
Privacy Act: not applicable
NYGD 5015 DRAFT

equipment including insignia, medals, badges,


FN: 1338.1 ribbons, coats of arms, guidons, pennants,
TITLE: FOOD SERVICE streamers, and other heraldic devices. Comments
Privacy Act: not applicable and development of subject NYG Directive.
Description: Routine correspondence related to Administrative correspondence.
food program. Menus. Documentation related to Disposition: PERMANENT
Food Service, headcount sheets, vouchers, billing Sub-files: Numeric by unit designation.
documentation. Comments and development of Army Regulation: 840-10; Air Instruction: .
subject NYG Directive. Administrative
correspondence.
Disposition: FN: 1352
Sub-files: Alphabetical by vendor. TITLE: RETIRED RECALL
Army Regulation: 30-1; Air Instruction: . Privacy Act: not applicable
Description: Comments and development of subject
FN: 1338.2 NYG Directive. Administrative correspondence.
TITLE: ENLISTED UNIFORM ISSUE & Correspondence on considerations for recall of
REPLACEMENT retired personnel and their assigned duties.
Privacy Act: not applicable Disposition: Destroy 1 year after termination of
Description: Routine correspondence related to recall
uniform issue, serviceability, repair, turn-in and Sub-files: Alphabetical by name.
disposition of NYG clothing items. Documentation Army Regulation: ; Air Instruction: .
related to vouchers, and billing information.
Comments and development of subject NYG
Directive. Administrative correspondence. FN: 1379
Disposition: TITLE: ATTENDANCE
Sub-files: Additional breakdown by MACOM and Privacy Act: not applicable
their subsequent sub-commands as required for Description: Comments and development of subject
issue, and by vendor for purchases. NYG Directive. Administrative correspondence.
Army Regulation: 700-84; Air Instruction: . Correspondence and reports on percentages of
attendance and strength of the NYG.
Disposition:
FN: 1348 Sub-files:
TITLE: NYG AWARDS & DECORATIONS Army Regulation: 140-185; Air Instruction: 65-
Privacy Act: not applicable 101.
Description: Records concerning the design,
eligibility, presentation, and wearing of medals, Table A-1d File Category 1400
decorations, badges and tabs, unit awards, Manpower & Personnel - CIVILIAN PERSONNEL
streamers, and special awards and honors for a. Prescribing Directives
outstanding service or accomplishments. Included (1) None planned, use DMNA Regulations
are the supply and manufacture of decorations and b. Description. These records concern the
appurtenances. Documents relating to administration of the civilian personnel in the NYG office.
recommendations, reviews, and approvals of awards. Most of the records contained in this series are as
Comments and development of subject NYG prescribed by DMNA regulations.
Directive. Administrative correspondence.
Disposition: Historical development records are FN: 1400
permanent, routine correspondence destroy after two TITLE: CIVILIAN PERSONNEL
years. Privacy Act: not applicable
Sub-files: none Description: Administrative correspondence.
Army Regulation: 672-5-1; Air Instruction: . Information on job descriptions, correspondence on
evaluations, information reflecting qualifications,
promotions, awards, and similar information.
FN: 1349
Disposition: Destroy after 2 years.
TITLE: HERALDRY and HISTORICAL
Sub-files: none
Privacy Act: not applicable
Army Regulation: 690-200; Air Instruction: .
Description: Information reflecting organizational
history. Included are unit history and supplements,
copies of lineage and honors certificates, data on FN: 1422
organizational flags, coats of arms, and distinctive TITLE: HOURS
insignia, citations for organizational decorations.
Privacy Act: not applicable
Information on the development, research, design
Description: This is information relating to the
and approval or disapproval of symbolic items worn
establishment of working hours, holiday sharing and
or displayed by organizations. Included are
DRAFT NYGD 5015

similar matters affecting the work schedules of civilian Description: Reports gathered in intelligence
employees. Included are published record copies of organizations resulting from the collection, evaluation,
instructions, letters, messages, and similar analysis, and interpretation of technical intelligence,
information. domestic intelligence, or information about activities
Disposition: Destroy when no longer needed for or conditions in NYS that may threaten the populace.
current staffing. Disposition: Destroy after 2 years.
Sub-files: none
Army Regulation: 381-19; Air Instruction: .
FN: 1424
A-3. File Category 4000
TITLE: LEAVE
Privacy Act: not applicable LOGISTICS
Description: Requests for periods of leave. Table A-3a File Category 4000
Disposition: Destroy after 1 year. Logistics - GENERAL
a. Prescribing Directives none
b. Description. These records concern logistics
A-2. File Category 3000
policies, procedures, and support covering supplies,
PLANS, OPERATIONS, & equipment, and facilities in several different logistical
INTELLIGENCE areas.
a. Prescribing Directives
(1) NYGD 3005 Alert and Assembly FN: 4000
(2) NYGD 3025 Civil Affairs (TBP) TITLE: INSTALLATION MANAGEMENT
(3) NYGD 3305 Intelligence Privacy Act: not applicable
b. Description. These records concern NYS Description: water, sewer, repairs. Comments and
Command and Control and other requirements for development of subject NYG Directive.
operational information, activities and functions in support Administrative correspondence.
of state operations, resources, lessons learned, search and Disposition:
report operations, and operational planning. (Table A-2) Sub-files:
Table A-2 Army Regulation: ; Air Instruction: .
File Category 3000 Plans and Operations
Table A-3b File Category 4100 Logistics -
FN: 3005 MATERIAL & PROPERTY MANAGEMENT
TITLE: ALERT & ASSEMBLY a. Prescribing Directives
Privacy Act: applicable (1) NYGD 4140 Property Control Procedures
Description: Comments and development of subject b. Description. These records concern authority,
NYG Directive. Administrative correspondence. policies, and procedures governing accounting for NYG
Disposition: Destroy Alert Lists upon issuance of and state property in terms of both monetary value and
new list. quantity. They include accounting for lost, damaged and
Sub-files: none destroyed property; reports of surveys, and financial
Army Regulation: ; Air Instruction: . inventory accounting for materials and property.
FN: 3025
TITLE: PLANS & OPERATIONS FN: 4140
Privacy Act: not applicable TITLE: PROPERTY CONTROL
Description: Comments and development of subject Privacy Act: not applicable
NYG Directive. Administrative correspondence. Description: Comments and development of subject
Information pertaining to the preparation, NYG Directive. Administrative correspondence.
coordination, and approval of operational plans and Background material consisting of documents
orders, which are applicable to the overall pertaining to requests for, authorization and
deployment of the NYG. Included are copies of the assignment of, or cancellation of, serial numbers of
approved plans, orders, comments, equipment and information concerning inventory or
recommendations, contributions, approvals and audit status, accountability, and transfer of
disapproval's, coordination's, and other directly accountability.
related information. Also included is after action Disposition: Destroy files after 3 years. Destroy
reports and summaries. summary inventories upon update with new inventory.
Disposition: Permanent Historical file Sub-files: none
Sub-files: by operational title. Army Regulation: 735-5; Air Instruction: .
Army Regulation: 525-1; Air Instruction: .

FN: 4140-pb
FN: 3305 TITLE: PROPERTY BOOKS
TITLE: INTELLIGENCE Privacy Act: not applicable
Privacy Act: not applicable Description: Property Books.
Disposition: PERMANENT
NYGD 5015 DRAFT

Sub-files: Property books sub-file by MACOM and subject NYG Directive. Administrative
units. correspondence.
Army Regulation: 735-5; Air Instruction: . Disposition: Destroy after 2 years.
Sub-files: Additional breakdown by MACOM and
their subsequent sub-commands as required.
FN: 4140-rs Army Regulation: 600-8-3 ; Air Instruction: .
TITLE: REPORTS OF SURVEY
Privacy Act: not applicable Table A-3d File Category 4600
Description: Reports that describe the Logistics - COMMUNICATIONS & ELECTRONICS
circumstances and recommended action concerning a. Prescribing Directives
the loss, damage or destruction of State Property. (1) NYGD 4650 (TBP)
Disposition: Files involved with pecuniary liability b. Description. These records concern resources,
retained for 5 years. services used, and functions performed in the supply of
Sub-files: By Report of Survey. communications equipment and services.
Army Regulation: 735-5; Air Instruction: .
FN: 4640
Table A-3c File Category 4500 TITLE: TELECOMMUNICATIONS (telephone)
Logistics - TRANSPORTATION Privacy Act: not applicable
a. Prescribing Directives Description: Information related to the purchase of
(1) NYGD 4510 DMNA TAG-9s and TBTA telephone service and documents used to request or
(TBP) authorize telephone service for the NYG. Included
(2) NYGD 4515 State Guard License Plates are copies of contracts for purchase of service, work
b. Description. These records concern specific orders, billings related to telephone lines,
modes of transportation, travel and delivery means.. instruments, calling cards, etc. Comments and
development of subject NYG Directive.
FN: 4510 Disposition: Destroy after 2 years
TITLE: DMNA TAG 9s and TBTA Sub-files: not expected, recommend MACOM or
Privacy Act: not applicable location.
Description: Comments and development of subject Army Regulation: 25-1 Air Instruction: .
NYG Directive. Administrative correspondence.
Information pertaining to the issuance of thruway
passes (DMNA TAG 9) and toll Tunnel and Bridge FN: 4650
Transportation Authority (TBTA) tickets for official TITLE: MILITARY AFFILIATE RADIO SYSTEM
travel of NYG personnel. Logs and registers of Privacy Act: not applicable
issuance, and returned stubs of TBTAs. Description: Comments and development of subject
Disposition: Destroy after 3 years. NYG Directive. Administrative correspondence.
Sub-files: none Authorizations for stations to operate on specific
Army Regulation: 55-355; Air Instruction: . frequencies at specific times to communicate with
other stations in the NYG or other military
components and comparable operational
FN: 4515 authorizations. Included are coordinating actions,
TITLE: STATE GUARD LICENSE PLATES authorizations, and related information.
Privacy Act: applicable Disposition: Destroy after 2 years
Description: Information accumulated related to the Sub-files: none
requesting, issuance transferring and revocation of Army Regulation: 25-6; Air Instruction: .
NYS Special Plates for the NYG. Maintenance of A-4. File Category 5000
roster of assigned plates. Comments and ACQUISITION AND ADMINISTRATIVE
development of subject NYG Directive.
Administrative correspondence.
MANAGEMENT
Table A-4a File Category 5000 Acquisition and
Disposition:
Admin Management - OFFICE ADMINISTRATION
Sub-files: none
a. Prescribing Directives
Army Regulation: 58-1; Air Instruction: .
(1) NYGD 5005 Office Management (TBP)
(2) NYGD 5010 Office Symbols and
FN: 4525 Distribution
TITLE: POSTAL (3) NYGD 5015 Records Management -
Privacy Act: not applicable Filing (TBP)
Description: Postage stamp stock and issue (4) NYGD 5020 Preparing and Managing
accounts, information on metered postage. Correspondence (TBP)
Information reflecting the receipt or dispatch of (5) NYGD 5025 Directives System and Index
registered mail. Comments and development of b. Description. These files relate primarily to the
housekeeping operations (records management,
DRAFT NYGD 5015

publications system) within any office in the NYG. They building, DMNA ID Cards, requests and approvals for
do not relate to the functions or missions of an office. They access, rosters of those authorized access, and similar
information.
accumulate because an office exists; they are NOT why the Disposition: Destroy when superceded, or individual
office exists. More specifically, these files accumulate has been transferred or separated..
because of the day-to-day administration of an office and SFN -1k: JOB DESCRIPTIONS (use 1400)
its personnel. SFN -1l: PERSONNEL T&A FILES (use 1422)
SFN -1m: POLICIES & PRECEDENT
FN: 5005 Description: Copies of policy or precedent documents
TITLE: OFFICE MANAGEMENT for future and continuing action. Included are Standing
Privacy Act: not applicable Operating Procedures (SOP), statements of policy or
Description: General correspondence files. procedure, etc.
Comments and development of subject NYG Disposition: Destroy when obsolete, replaced.
Directive. SFN -1n: OFFICE PRIVACY DISCLOSURES
Disposition: (use 5401)
Sub-files: SFN -1o: READING FILES
Description: Copies of outgoing communications,
SFN-1a: FILE NUMBERS (use 5015)
arranged by date, for periodic review by staff members.
SFN -1b: OFFICE GENERAL MANAGEMENT Disposition: Destroy after 1 year.
Description: Information relating to the general
SFN -1p: REFERENCE PUBLICATIONS
management of the office. This information covers internal
Description: Publications from any DMNA or NYG
office procedures and events such as parking, charitable
element kept for reference in the office.
affairs, blood drives, open house, office safety, employee
Disposition: Destroy after 1 year, or when no longer
meetings, etc.
needed for reference, whichever is sooner.
Disposition: Destroy after 1 year.
Army Regulation: 1-21; Air Instruction: .
SFN -1c: CONFERENCES - MEETINGS
Description: Information accumulated by participants
in such conferences/meetings as the DMNA Staff Meetings,
Sr Commanders Quarterly meeting, Commander's FN: 5010
Conference. This information relates to discussions, new TITLE: OFFICE SYMBOLS & DISTRIBUTION
policies, important events, briefing slides. Included are Privacy Act: not applicable
plans for the conference/meeting, agenda, list of invitees, Description: Comments and development of subject
and other information. NYG Directive. Administrative correspondence.
Disposition: Destroy when no longer needed for
Disposition:
reference..
DMNA STAFF MEETINGS Sub-files:
COMMANDER'S CONFERENCE(s) Army Regulation: 25-50; Air Instruction: 37-127.
SFN -1d: REPORTS
Description: Copies of reports submitted in response
to higher headquarters request. FN: 5015
Disposition: Destroy after 1 year. TITLE: RECORDS MANAGEMENT - FILING
SFN -1e: HOUSEKEEPING INSTRUCTIONS Privacy Act: not applicable
Description: Memorandums or instructions dealing Description: Comments and development of subject
with the office's internal administrative procedures. NYG Directive. Administrative correspondence.
Disposition: Destroy when superceded or obsolete. Approved listing of file numbers and disposition
SFN -1f: SERVICE & SUPPLIES (use 5335) authority.
SFN -1g: REPRODUCTION (use 5330) Disposition: Dispose when superceded.
SFN -1h: OFFICE MAIL CONTROLS Sub-files: none
Description: Information pertaining to controlling Army Regulation: 25-400; Air Instruction: .
incoming and outgoing mail. Included are routing and
suspense slips, records of messenger trips, mail receipts,
and similar information.
FN: 5020
Disposition: Accountable mail receipts destroy after 2
years, other documents destroy after 3 months. TITLE: PREPARING & MANAGING
SFN -1i: OFFICE PROPERTY RECORDS CORRESPONDENCE
Description: Lists, receipts, or comparable Privacy Act: not applicable
information, showing accountable property charged to an Description: Comments and development of subject
office. (This does not include the formal supply accounting NYG Directive. Administrative correspondence.
records described in 4140. Also included is information Disposition: Dispose when superceded. Samples
related to approval, use, repairs, and adjustments of office of proper correspondence.
equipment such as copiers, computers, or similar systems
and equipment.
Sub-files: none
Disposition: Destroy when superseded or equipment Army Regulation: 310-1; Air Instruction: .
is turned in..
SFN -1j: ACCESS CONTROLS (DMNA)
Description: Information received or prepared by the FN: 5025
office that identifies individuals authorized access to the TITLE: DIRECTIVES SYSTEM & INDEX
NYGD 5015 DRAFT

Privacy Act: not applicable Disposition:


Description: Information relating to the improvement Sub-files:
and development of NYG Directives through editing, Army Regulation: ; Air Instruction: .
changing, and rewriting of first drafts. Comments and
development of subject NYG Directive.
Administrative correspondence. FN: 5330
Disposition: Dispose when superceded. TITLE: Printing Copying
Sub-files: none Privacy Act: not applicable
Army Regulation: ; Air Instruction: . Description: Comments and development of subject
NYG Directive. Administrative correspondence.
Table A-4b File Category 5100 Acquisition and Disposition:
Admin Management - ORGANIZATIONAL Sub-files:
CHARTERS Army Regulation: ; Air Instruction: .
a. Prescribing Directives
(1) NYGD 5100 Mission and Essential Tasks
b. Description. These records concern organization, FN: 5335
mission, responsibilities, duties, and functions of the NYG. TITLE: OFFICE SUPPLIES & EQUIPMENT
Privacy Act: not applicable
FN: 5100 Description: Information relating to an office's
TITLE: MISSION AND ESSENTIAL TASKS ordinary supplies and equipment, communications,
Privacy Act: not applicable transportation, custodial or other services required by
Description: Comments and development of subject an office, and to the general maintenance of an
NYG Directive. Administrative correspondence. office. Included are authorizations, requests, receipts
Copies of Mission and METL approved by The for supplies, equipment, and similar papers, requests
Adjutant General, and related correspondence and and other documents about issuing keys and locks to
staffing papers. Information relating to the an office; requests for publications and blank forms;
establishment of and changes to organizational requests to install telephones, floor plans; request
functions and relationships of activities, and pertaining to office utilities or other aspects of
commands. maintenance; and other services required.
Disposition: PERMANENT Disposition: Destroy records when superceded or
Sub-files: none obsolete, all other records destroy when no longer
Army Regulation: 10-5; Air Instruction: . NG needed for current operations.
Regulation: 10-4 Sub-files: none
Army Regulation: ; Air Instruction: .

FN: 5 Table A-4d File Category 5400 Acquisition and


TITLE: AGREEMENTS Admin Management - PUBLIC AFFAIRS
Privacy Act: not applicable a. Prescribing Directives
Description: Copies of Memorandums of (1) NYGD 5400 Public Affairs
Understanding (MOU) approved by The Adjutant b. Description. These records concern public
General or other State Military Force Commanders, information, objectives, principles, and procedures; review,
and related correspondence and staffing papers. clearance, and release of public information; internal
Disposition: PERMANENT information and community relations programs; speakers
Sub-files: none program; relations with public news media and industry.
Army Regulation: ; Air Instruction: .
FN: 5400
Table A-4c File Category 5300 Acquisition and TITLE: PUBLIC AFFAIRS
Admin Management - OFFICE AND Privacy Act: not applicable
ADMINISTRATIVE SERVICES Description: Comments and development of subject
a. Prescribing Directives NYG Directive. Administrative correspondence.
(1) NYGD Information on the preparation, coordination,
b. Description. These records concern services clearance, and release of information to the public
provided within and office for that office. through newspapers, periodicals, radio, television,
public appearances, the internet, and other media.
FN: 5305 Included are printed or processed press releases,
TITLE: SPACE (Office/Armory) speeches, radio, television, and the coordinating
Privacy Act: not applicable information gathered in obtaining DMNA clearances
Description: Administrative correspondence on for the releases.
assigned space in Armories, and at Camp Smith. Disposition: Destroy after 5 years.
Correspondence and actions related to maintenance Sub-files: By individual subject/release.
and improvement of these spaces. Army Regulation: 360-5; Air Instruction: .
DRAFT NYGD 5015

b. Description. These records concern


composition, mission, responsibilities, and functions
FN: 5401 of NYG Medical personnel and units, administration
TITLE: FOIA and operation of NYG treatment facilities, medical,
Privacy Act: not applicable dental, and medical and dental supplies and
Description: Comments and development of subject equipment. Included are standards of medical fitness
NYG Directive. Administrative correspondence. for NYG membership. (Table A-5)
Requests for information under the Freedom of Table A-5
Information Act (FOIA) or state Freedom of File Category 6000 Health (Medical Services)
Information Law (FOIL). Included are the original
request, a copy of the reply thereto granting access FN: 6130
or denying access to all or part of the requested TITLE: STANDARDS OF MEDICAL FITNESS
information, stating inability to identify records or Privacy Act: not applicable
nonexistence of requested records, and indicating Description: Comments and development of subject
fees charged; and related information. NYG Directive. Administrative correspondence.
Disposition: a. Replies granting access, or replies Information related to medical fitness standards and
for nonexistent records Destroy after 2 years. medical examination requirements for admission
b. Replies denying access to all or part of a request, (appointment, enlistment, induction) to the NYG.
destroy after 6 years. This includes information accumulated by by medical
Sub-files: By individual request, name. facility which conduct medical examinations.
Army Regulation: 25-55; Air Instruction: . Included are reports of medical examination, medical
history, and similar information.
Table A-4e File Category 5500 Acquisition and Disposition: Destroy after 1 year
Admin Mgt - LEGISLATIVE AND LEGAL AFFAIRS NOTE: NYG Forms 88 and 93 and related
a. Prescribing Directives none documents will be forwarded to MPRJ in accordance
b. Description. These records concern with NYGD 1336.
correspondence with state legislators or federal Sub-files: by name at clinic.
congressional members. Army Regulation: 40-501; Air Instruction: 48-123.
A-6. File Category 7000
FN: 5500
BUDGET AND FINANCE
TITLE: LEGISLATIVE (Government) AFFAIRS
a. Prescribing Directives
Privacy Act: not applicable
(1) NYGD 7040 Budget Procedure
Description: Comments and development of subject
(2) NYGD 7041 Service Value Report
NYG Directive. Administrative correspondence.
(3) NYGD 7050 Purchasing Procedures
Information on preparing and processing legislation,
b. Description. These records concern policies,
Executive orders, proclamations, and reports on
procedures, direction, and supervision of financial
legislation proposed by or of interest to the NYG,
functions, including budgeting, accounting, funding,
excluding appropriation actions. Copies of
entitlements, pay, expenditures, fiscal codes, and
correspondence with legislators, or DMNA Legislative
related reports.(Table A-6)
Affairs office.
Table A-6
Disposition: Destroy after 5 years.
File Category 6000 Budget and Finance
Sub-files:
Army Regulation: 1-20; Air Instruction: none.
FN: 7040
TITLE: BUDGET
FN: 5510 Privacy Act: not applicable
TITLE: LEGAL Description: Correspondence and papers relative to
Privacy Act: not applicable the development of an annual NYG budget.
Description: Routine comments on Directives or Correspondence related to approved budget
amounts. Board actions related to allocation of funds
State Military Law. Courts-martial proceedings.
to MACOMS and approved budget items. Printouts of
Continuing Legal Education correspondence.
budget balance spreadsheets. Comments and
Comments and development of subject NYG
development of subject NYG Directive.
Directive. Administrative correspondence.
Administrative correspondence.
Disposition:
Disposition: Destroy after 6 years.
Sub-files:
Sub-files: none.
Army Regulation: ; Air Instruction: .
Army Regulation: 37-49; Air Instruction: .
A-5. File Category 6000
HEALTH (MEDICAL SERVICES)
a. Prescribing Directives FN: 7041
(1) NYGD 6130 Standards of Medical Fitness TITLE: SERVICE VALUE REPORT
(TBP) 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: .