INSTRUCTIONS FOR COMPLETION OF STANDARD FORM 135
FOR COMPLETION BY THE TRANSFERRING AGENCY
Code
Restrictions
Q
Q security classification
T Top Secret security classification
s Secret security classification
C Confidential security classification
R Restricted use--witnessed disposal not required
(specify in column
(f))
w Restricted use--witnessed disposal required
(specify in column
(f))
N
No restrictions
Items 1, 2, 3 and 5 are self-explanatory. Specific instructions for item 6 are as
follows:
Col.
Accession Number. A separate accession number is required for each series of records
listed on the form. A series consists of records having the same disposal authority and
disposal date that are transferred together to the records center. The accession number is
entered in three parts, consisting of:
(a)
The NARA record group number assigned to the records of the agency making the
transfer;
(b)
The last two digits of the current fiscal year; and
(c)
A four digit sequential number obtained in advance from the records center.
(Arrangements may be made with the center to have these numbers assigned by the
agency records officer or other official.)
(d)
Volume. Enter the volume in cubic feet of each series of records being transferred.
(e)
Agency Box Numbers. Show the inclusive box numbers for each series of records being
transferred. The agency shall number each carton sequentially as follows: 1 of 25, 2 of
25, 3 of 25, etc. (Each new series of records should begin with carton number 1.) To
facilitate control of the records and future reference service, the agency also shall mark
each container with the assigned accession number prior to shipment.
(f) Series Description. Describe the records in sufficient detail to allow the records center
to check for proper application of the disposal schedule. Inclusive dates of the records
should be indicated. Show the organizational component that created the records when
it is other than that shown in item 5.
(g)
Restriction. Enter one of the following codes to show a restriction on use of the records.
Restrictions other than (or in addition to) security classifications, such as limiting access
to certain agency officials, are to be specified by a statement in the Series Description
column (f).
(h)
Disposal Authority. For each series of records, cite the agency schedule and
specific item number authorizing disposal. Cite the NARA disposal job and item
number if it has not been incorporated into an updated agency schedule.
(i) Disposal Date. Applying the disposal authority previously cited in column (h),
enter the month and year in which the records may be destroyed.
FOR COMPLETION BY THE RECORDS CENTER
Item 4 is self-explanatory. Specific instructions for item 6 are as follows:
Col.
(j) Location. The records center annotates the shelf location of the first carton for
each series of records.
(k) Shelving Plan. The records center enters the appropriate code from Chap. 7-lOh,
NAR P 1864.1A, to reflect the type of container in which the records are retired.
(l) Container Type. The records center enters the appropriate code from Chap.
7-lOh, NAR P 1864.1A, to reflect the type of container in which the records are
retired.
(m) Automatic Disposal. The records center enters either Y (yes) to indicate
automatic disposal applies or N (no) indicating that the agency wishes to receive
disposal concurrence notice prior to destruction of the records. Automatic
disposal is applied only when previously agreed upon by the agency.
In lieu of Standard Form 135-A, Records Transmittal and Receipt (Continuation), the
FRC will accept folder lists in a variety of formats, such as Word documents or Excel
spreadsheets.
Standard Form 135 (Rev. 7-85)
Prescribed by NARA
36 CFR 1228.152
