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I NTEft'ORGANIZATION CORRESPONDENCE UNITED STATES STEEL CORPORATIO Holders of USS Procedure Manual DATE December 29, 1965- FROM J. M Deal, General Manager Systems and Procedures Pittsburgh Service Center SUBJECT USS Procedure Manual Instruction Number ACC 200-01 Records Protection Program The attached instructions, developed by the Office Services Division, are intended to update the United States Steel records protection program. Following are comments concerning the revised instructions as received from Mr. James Thomson, Manager, Office Services: The procedure involves sending to Annandale Archives, copies or microfilms of records needed for emergency construction of a balance sheet in case of fire, flood or other disaster and copies or microfilms of other vital records needed for general protection purposes. It replaces former protection of records instructions which were in use prior to the reorganization of 1964. However, it should bfe noted that the information does not affect any of the normal retention of records procedures or schedules. It is necessary that each designated responsibility transmit their record copies to the Archives at the time and frequency shown in the schedules included in the procedure. Any questions concerning these instructions should be referred to your Departmental Records Retention Representative or to J. J. Simica, Room 1306, 525 William Penn Place, Extension 3696. Attachment Procedure Manual Uu>J O3Q RECORDS RETENTION AND PROTECTION RECORDS PROTECTION PROGRAM huhber: ACC 200-01 PAGE: 1 date: 12-29-65 TABLE OF CONTENTS Purpose Responsibility Procedure - Daily Paper Records Procedure - Records to be-'Microfilmed for Protection Program Microfilming Centers Record Identification Master Card Preparation of Material for Transmittal to Microfilming Center Transmittal of Material to the Microfilming Center Film Carton Label Transmittal of Microfilm Rolls to Annandale Archives Method of Obtaining Duplicate Print Rolls of Microfilmed Records Stored at Archives Facsimile Prints from Microfilm Stored at Archives Procedure - Engineering Drawings Standard Method of Addressing Envelopes for Mailing Copies of Records to Annandale Archives for Protection Record of Daily Paper Records Shipped to Archives Record of Identification Master Card Declaration of Intent and Purpose (When records are to be retained) (When records are to be destroyed) Receipt for Records Received at Microfilming Center Microfilm Box Label (White) Microfilm Box Label (Buff) Daily Shipping Notification and Acknowledgement Schedule of Record Copies to be Sent to Archives (For Reconstruction of the Balance Sheet) (For Protection - Other Important Records) Paragraph A B C D D-l D-2 D-3 D-4 D-5 D-6 D-7 D-8 E Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Exhibit F Exhibit G Exhibit H Exhibit I Exhibit J Exhibit K 01.000.0001 '?. U65 Procedure Manual " RECORDS RETENTION AND PROTECTION LC=-D. RECORDS PROTECTION PROGRAM number: ACC 200-01 page: . 3_ date: 12-29-65 envelopes should be handled together and shipped (wrapped or in cartons) to the Annandale Archives. Each envelope, package or carton must contain address as shown in Exhibit A and return address indicating Division, Works, and Department. 3. A Record of Daily Paper Records Shipped to Archives, Exhibit B, is prepared in triplicate by each location sending daily paper records to the Archives. The original and duplicate copy are sent in a separate standard letter envelope to the Archives each day that paper records are mailed. If daily paper records are sent by local messenger service. Form G-19301 (01.000.0110) is sent by the same service. First Class Mail is used only by points not serviced by daily messenger service. The third copy is retained by the sender. 4. The original and duplicate of the form are completed by the Archives and the original is maintained as the Archives control record. The duplicate copy serves as an acknowledgement of receipt and is returned to the Works or Department. Instructions for completing Form G-19301 (01.000.0110), Exhibit B, are as follows: a. Opposite word "Company" or "Division", insert the name of the company or division. b. Following the word "Location", show the name of the Works, Plant or Office c. After "Mailing Address", insert the number, street name, city, postal zone, and state. d. On the blank line above the word "(date)", insert the date records were actually shipped to Archives. e. On the blank line above the word "(number)", insert the number of packages containing envelopes that were shipped to the Archives. If envelopes were not reduced to packages but were sent individually, leave blank. f. On the blank line following the word "via" indicate the method by which records were shipped; that is, messemger, first class mail, express, air mail, .etc. g. On the blank line above the word 11 (number)" and preceding the word "Envelopes" insert the number of envelopes that are contained in the packages referred to in (e) above. h. In column captioned "Date of Records", insert the exact date records were created. oi.ooc.ooo: re\. -26 Procedure Manual UJ RECORDS RETENTION AND PROTECTION Ct3/DJ RECORDS PROTECTION PROGRAM nuhber: ACC 200-01 page: 5 date-:-. 12-29-65 record being microfilmed, Form G-18958 (01.000.0111), Exhibit C, showing all the detailed data required to permit accurate and expeditious handling of the record in the microfilming center, proper indexing and storage of record film and proper return of original material to the originator. The various items of information on the card are completed as follows: a. Title of Record: Indicate complete title of the record including form number. b. Record Number: Each form or document determined as an item to be microfilmed is assigned a record number by the submitting location. The numbers are assigned consecutively starting with (1) at each location the prefixed by the location's leased wire code letters. c. Company Name: Insert full company -or division name. d. Department or Works: Indicate General Office Department or Works (including Works department) preparing the record. e. Contact: Indicate name and telephone number of person delegated to serve as the source of information to the microfilming center con cerning any item of information on the card. (Note: c and d above may be left blank provided the contact person is located at the same address to which the records are to be returned.) f. Disposition of Documents: Show complete mailing address to which record is to be returned, including any internal mail handling arrangement that might expedite the return of the record to its proper location.' g. Description: (1) Size: Indicate exact size of record. If various sizes, indicate range of sizes. (2) Color: Indicate color of paper used for record (color of ink need not be shown). If record is of various colors, e.g., Vendor's Invoices, Insert "various". (3) One Sided - Two Sided: Check in appropriate space whether one or both sides of the form require microfilming. (4) How Filed: Indicate by check mark whether records are in looseleaf or bound ledgers, folders, or otherwise. .? Procedure Manual it RECORDS RETENTION AND PROTECTION 1 RECORDS PROTECTION PROGRAM HUH6ER: ACC 200-01 page: 7 Oate: 12-29-65" a. Submit material in order or sequence desired for microfilming (responsibility for completeness of the records rests with the originator). b. Remove all staples,, clip&j,. pins, etc., front the material. \n doing so, keep in mind that the records may also require reassembly and, in such case-, the* top shept- of- each group and every single sheet should bear an identifying mark, e.g., an "X" in blue pencil. Certain Legal Documents that may be defaced by removing fasteners should be photographed by unfolding or turning pages without disturbing the fasteners. c. Material in looseleaf binders or fastened in folders is removed from the rings or fasteners and replaced in the binders or folders except as noted above. d. Where red figures indicating-a credit appear on a record, encircle the entire figure to indicate credit on the film. e. Submit the appropriate "Declaration of Intent and Purpose", Form G-19101 (01.000.0112), Exhibit D, or Form G-19102 (01.000.0113), Exhibit E. Authority for signing the forms is the responsibility of the Department Head. In those cases where "Declaration of Intent", Form G-19102 (01.000.0113), Exhibit E, is to be used the following instructions are to be observed: (1) The destruction of the records is not to be carried out until the person who signed the "Declaration of Intent" is satisfied that the microfilm contains all the records which are to be destroyed. The actual destruction of the records is to be carried out at the direction and under the supervision of the Department Head, in such manner that he can personally certify to the destruction. The Department Head writes a letter to the supervisor in charge of the Microfilm Center identifying the records destroyed by Division location, title and date, the number of the "Declaration of Intent", the microfilm rolls on which such records appear and stating the date such records were destroyed. A signed copy of this letter is preserved permanently in the files of the department. f. In the case of complicated files, contact the Microfilm Center if necessary before doing any preparatory work. g. If any mending is required, it is accomplished by using scotch tape on the under side of the document or, if document is printed on both sides, on the side with more legible printing. h In addition to the "Declaration of Intent and Purpose" targets Cl.DCC.0003 5. 5 Jjjfw > . Procedure Manual RECORDS RETENTION AND PROTECTION RECORDS PROTECTION PROGRAM number: ACC 200-01 page:- 9 date: " 12-29-65 - ------------ J in labeling both 16 and 35 mm film boxes-. This form is used only with boxes containing microfilms of important records which are essential to the reconstruction of the balance sheet and are usually microfilmed on a daily basis. Since the microfilms of these records are retained only for comparatively short periods, and may possibly include on the same roll, records of several divisions, the copy is used as an Archives control' record and no copy is returned either to the microfilm center or the record originator. In this connection, if a daily roll contains records'of several companies with variable retention periods, the longest retention period is shown when completing the destruction date block on the label. 6. TRANSMITTAL OF MICROFILM ROLLS TO ANNANDALE ARCHIVES All rolls of microfilm that are to be sent to Annandale Archives are recorded by the Microfilm Center on a "Daily Shipping Notification and Acknowledgement" form in duplicate, Form 01.000.0117", Exhibit I. The original copy is mailed to the Archives along with copies of the carton labels. The duplicate copy is sent with the. cartons of film as a packing slip. Receipt of each roll is acknowledged by the Archives in the bottom portion of the original copy and returned to the microfilming center together with completed copies of the carton labels. 7. METHODS OF OBTAINING DUPLICATE PRINT ROLLS OF MICROFILMED RECORDS STORED AT ARCHIVES a. Any department requiring duplicate print rolls of their negative film stored at Annandale Archives is to advise the Archives by letter of the rolls desired. Mail letter as follows: United States Steel Corporation Supervisor Annandale Archives Boyers, (Butler County), Pennsylvania The letter should list a description of the individual rolls of positive print film desired. Identification of rolls can be obtained from the duplicate copy of the Microfilm Record, Form G-19082 (01.000.0115), Exhibit G, which is being retained by the Department. The information which Archives requires to enable them to locate the particular rolls for duplication should be shown in the letter under the following columnar headings: Department Film File and Division Location Title Record Number Film Center b. The Archives duplicate, process and proofread the rolls of film and prepare a Microfilm Record (Box Label) Form G-19082 (01.000.0115), Exhibit G, in detail from the original Microfilm Record attached to the box of negative film in their possession. The Archives also posts to the Record History Card, the actual date on which the print film is returned. oi.ooo.ooo: STANDARD METHOD OF ADDRESSING ENVELOPES FOR MAILING COPIES OF RECORDS TO ANNANDALE ARCHIVES FOR PROTECTION ACC 200-01 EXHIBIT A DATE 12-29-65 ACC 200-01 EXHIBIT B DATE 12-29-65 19301 01.000.0110 UNITED STAIES ST EEL CORP. CoM*T or Blvlftlan 10 umiaeiir iaraivri. record or milt earer rccoros shirred to archives UdtlM IUtlln n <0U1 CMtilklfi fol Vi iktiMV fi MckiHtll. vU (NMkirl iHuMirl RETENTION OATE Or RECORDS EH VC LOPE MURDERS DESTRUCTION DATE (S Mil SECTION 4 MONTHS X TEAR . rot USE DT ARCHIVES OMIT SHEir DATE DESTROY CO T CAL.TR.+ IWS I TEARS au or me above ye lores RECEIVED EXCEPT THOSE CIRCLED 1 N RED - IT 1U* ATIlit ACKMO VIEDDEMENT AMMAROALE ARCHIVES 0*Tt DATE ACC 200-01 EXHIBIT C DATE 12-29-65 TITLE OF RECORD R ECONO 0. ORIQl HAT 10 K OF DOCUHER T8 DISPOSITION OF DOCUMENTS company________ DIPT. / DORKS TITLE MO PHONE OF PERSON TO CONTACT REQUIRES RETURN OATE COMP ANT__________________ OEPT. / (ORKS_________ ADDRESS__________________ SI It COLOR VOLUME AT START OR INTERMITTENT RCCOROS DAI IT DESCRIPTION ONE SI DEO ("1 LOOSE LEAF SINOErD TWO SIOEOO SOUNO LEOOER POLDERSQ OTHER PACKAQINO CARTONS ENVELOPES FREQUENCY ARP VOLUME ECKLY 1-VtCKLY SCMIMONTMLV momtnlt quartcrlv yearly DATE available RETENTION PERIOD ONE MOUTH ONE T CAR FILMS DOCUMENTS A-1RS9I DISTRICT HICROFILHINQ CENTER RECORD I DENT! FI CAT I OR HASTEN CARO 01.000.0111 LIHITED STATES STEEL CORP. HICR0FILHIH8 IR8TRUCTI0HS TTPE OP FILM* BLACK AND WHITE CAMERA KOSACHKOHE ESTIMATED PROCCSSINS TIME INQEKINS ____________________ Q Q (Reverse aide contains spacing for originator and microfilming center to insert " rentries ") ACC 200-01 EXHIBIT D DATE 12-29-65 otfiei 01.000.0112 (T ti wW hHuhwi mwli wnkiirtiiO DECLARATION OF INTENT And purpose--number 30006 Wwl of________ ________________________________ (Hmm of Cwpoy) (T1W , do hereby declare that) The record* la ba mlcrophotographed along with ihlt declaration aro adual record* af_______________________________________________ created In or retuHing (NtMOlCfMr) from It* ragular court* of buiinett; and ft ii tho otfabllihod policy of said corporation to microphotograph such record* In tho regular courea of It* buiineit, a* a part of it* planned organizational operating procedure, for locurlty purpoiet *o a* to be able to reproduce iuch record* In tho event of accidental detraction or other lot* thereof; and it It not the Intent of (aid corporation to dettroy laid record* mlcrophotographed herein at fhl* time, but ihould H be deemed advltable to dettroy tuch record* at tome future time e certHIcat* evidencing the actual dattrudton thereof will be mlcrophoto graphed and the microfilm thereof will be affixed to the physical end of thi* roll of microfilm. (EM.) (SifMhm) (TVU) tri Ceet^efty) ACC 200-01 EXHIBIT E DATE 12-29-65 aw** 01.000.0113 DECLARATION OF INTENT AND PURPOSE--NUMBER 2500 IHml (IWl) <lliw f Ciw|i<wy) , do hereby declare Utah The records <o be mlcrophotographed along with this declaration are actual records of_ , created In or resulting from Hs regular course of business; and It Is the express Intent and purpose of said corporation to destroy said records; and The destruction of the records mlcrophotographed herein (Including this "Declara tion of Intent and Purpose" and the following "Certificate of Authenticity") Is to be accomplished only after Inspection of the processed microfilm to Insure completeness of coverage, but Immediately thereafter said records will be destroyed; and It Is the established policy of said corporation to microphotograph and destroy such records as those mlcrophotographed herein, as part of the planned organizational operating procedure of said corporation In Its regular course of business. (0-) (Mrat) P'rnKwl fW.) ACC 200-01 EXHIBIT F DATE 12-29-65 a.inu DATE 01.000.Oil* REC'D- U.S. STEEL CORP. RECEIPT FOR RECORDS RECEIVED AT MICROFILMING CENTER COMPANY NAME. DEPT. OR WORKS. POSTAL AODRESS. TITLE Of RCCORtL RECORD HO. OATE FORHARDEC REQ. RETURN DATE NO. OF CARTONS NO. OF ENVELOPES APPROX. NO. OF DOCUMENTS FIRST DOCUHENT LAST DOCUMENT REMARKS SIGHED. ACC 200-01 EXHIBIT G DATE 12-29-65 ACC 200-01 EXHIBIT H DATE 12-29-65 nt m no. run CTt. VCMCTHflir DCICtmiOH ( BUFF) OAU rilMCD . me*. Atcmvct COLO* riLM NO. 8CSTRUCT<0K ATK REDUCTION mcoioi actrtovc* : V. *. ITCtL CORP. :1 MICROFILM RECORD 01.000.0116 ACC 200-01 EXHIBIT I DATE 12-29-65 DAILY SHIPPING KOTIFICATIOH AKD ACKHCWLEDGEHEXT TO AMKANDALE ARCHIVES: V, OH _W6 SHIPPED YOU VIA THE FOLLOWING MICROFILMS. FILM FILE NUMBER FILM CTR. REMARKS \ DATF (Center Kumoer and Location) TO: (Center Humoer and Location) ALL OF THE ABOVE RECEIVED EXCEPT THOSE HARKED BY (X). DATE AHHANOALE ARCHIVES 0i.000.0ii7 U.S. STEEL CORP. 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