Retention_Periods_for_P

Retention Periods for P.O. Forms Form/ Label No.

Title Employee's City or County Withholding Certificate

PS Form 4 PS Form 7 PS Form 17 PS Form 25 PS Form 296

Service Record Stamp Requisition / Stamp Return Trust Fund Account Custody Receipt

Retention Period Maintain on permanent (right-hand) side of the employee's personnel file.

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3 years

2

2 years plus current fiscal year

1

3 years from last date of activity

2

Return to individual or destroy when accountability is terminated.

3828

Cutoff*

Blank

Discrepancy of $100 or More in Financial Responsibility PS Form 571 PS Form 697

2 years, plus current fiscal year

3828

3

2 years

Blank

2 years

2

PS Form 800 Money Order Expense Adjustment B

2 years

1

PS Form 824

2 years, plus current fiscal year

1

PS Form 773

PS Form 961-A PS Form 969 PS Form 991 PS Form 1000 PS Form 1011

Extension of City Delivery Service Records Transmittal and Receipt

Journal Entry Form 2771

Post Office Property Record Material Recycling and Disposal Application for Promotion or Assignment Domestic or International Claim Travel Advance Request and Itinerary Schedule

Blank

Blank

Dispose of in not less than 1 year and not more than 2 years.

1

2 years

2

3 Years beyond last action

3

2 years, plus current fiscal year

1

PS Form 1012

Travel voucher

PS Form 1012-E

eTravel Expense Report Overnight Travel

PS Form 1017-A

Unauthorized Overtime Record

PS Form 1017-B

Time Disallowance Record

PS Form 1018 PS Form 1091-A PS Form 1091-B PS Form 1093 PS Form 1094 PS Form 1096

3 years

1

3 years

1

3 years

1

3 years

1

2 years

1

2 years

2

2 years

2

2 years

2

eTravel Repayment for Overpayments or Cash Advances

Post Office Box Fee Register (Note: If automated, delete customer record upon termination of service). Register for Caller Service Fees (Note: If automated, delete 3828,3844,3845

customer record upon termination of service). Application for Post Office Box or Caller Service 2771,3917,3917,39

Request for Post Office Box Key or Lock Service Receipt

2 years

2

2 years

1

2 years, plus current fiscal year

1

2 years, plus current fiscal year

1

2 years, plus current year

1

Claim for Reimbursement for Expenditures on Official Business PS Form 1164 PS Form 1164-A PS Form 1164-E

Claim for Reimbursement for Postal Supervisors eTravel Expense Report ¿ Local Travel (Jan., 2004)

Cancellation of Organization Dues from Payroll Withholdings PS Form 1188

Maintain on permanent (right-hand) side of the employee's official personnel file.

PS Form 1192 U.S. Savings Bond Authorization for Purchase and Request for

13 PPs

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Change PS Form 1199-A PS Form 1216 PS Form 1221 PS Form 1224 PS Form 1230-C PS Form 1233 PS Form 1234 PS Form 1236-A PS Form 1260 PS Form 1261 PS Form 1262 PS Form 1268 PS Form 1269 PS Form 1311 PS Form 1312 PS Form 1314 PS Form 1314-A

Direct Deposit Employee's Current Mailing Address Advanced Sick Leave Authorization Court Duty Leave -- Statement Of Service Time Card - Other Service Project Financial Change/Completion Report Utility Card Weekly Loan, Transfer, and Training Hours Non-Transactor Card Non-Transactor Report PSDS Loaned Employee Non-Transactor Card Employee Suggestion Control Record Employee Suggestion Carrier Transportation Agreement Local Transportation Payment Regular Rural Carrier Time Certificate Auxiliary Rural Carrier Time Certificate

13 pay periods Destroy after computer processing is verified.

1 Blank

3 years

1

3 years

1

3 years

1

6 years after contract closeout

2

3 years

1

3 years

1

Blank

Blank

Blank

Blank

1 AP

1

2 years

Blank

2 years

2

2 years

2

3 years

1

3 Years

1

3 Years

1

PS Form 1357

Request for Computer Access

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Blank

Request for Payment of Postmaster Replacement and/or RSC F PS Form 1377

3 Years

1

2 years, plus current fiscal year

1

Postmaster Changes PS Form 1412 PS Form 1476 PS Form 1481 PS Form 1483 PS Form 1508 PS Form 1509 PS Form 1510 PS Form 1532 PS Form 1542 PS Form 1564

Daily Financial Report PSDS EMR Items Transcript Register of Checks Drawn on Symbol 9500 Accounting Copy - 9500 Form Statement by Shipper of Firearms Sender's Application for Recall of Mail Mail Loss/Rifling Report Semiannual Check of Overflow Mail Service Point Delivery Requirements Address Change Sheet

PS Form 1564-A

Delivery Instructions

PS Form 1564-B

Special Orders

PS Form 1567 PS Form 1571 PS Form 1578-B PS Form 1583

Requisition for Rubber Hand Canceling Stamps Undelivered Mail Report Requisition for Facing Slips or Labels Application for Delivery of Mail Through Agent

Destroy after computer processing is verified.

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4 years

1

4 years

Blank

1 year

1

2 APs

Blank

1 year

3

1 year

Blank

1 year

1

1 year

Blank

Destroy when updated/superseded or a subsequent review is completed.

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1 year

2

Dispose of in not less than 1 year and not more than 2 years.

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2 years

Blank

1 year

Blank

2 years

1

PS Form 1586 PS Form 1590

Dispose of in not less than 1 year and not more than 2 years.

Supply Record Supplies and Equipment Recipt

Blank

1 year after form is closed (supplies/equipment returned)

2

1 year

1

1 PQ

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Work Assignment and Mail Count (Messenger Operations) PS Form 1597 PS Form 1604 PS Form 1608 PS Form 1621 PS Form 1627 PS Form 1700 PS Form 1717 PS Form 1723 PS Form 1726 PS Form 1727 PS Form 1764 PS Form 1767 PS Form 1768 PS Form 1769 PS Form 1770 PS Form 1772

Confirmation of Trust Fund Balance Emergency Salary Authorization Delivery Management Report General Purpose Ruled Form Accident Investigation Worksheet Bid for Preferred Assignment Assignment Order Employee Suggestion Acknowledgment/Advice: Award Recommendation/Authorization 3274

Accident Analysis Summary Report of Hazard, Unsafe Condition, or Practice Safe Driver Award Committee Decision Accident Report Mail Piece Spill or Leak Incident Report Accident Log

2 years, plus current fiscal year

2

1 year

2

2 years

Blank

3 years

2

6 months

2

3 years

1

Blank

Blank

4 years

2

5 years

1

5 years

1

4 years

2

5 years

1

5 years

1

5 years

1

PS Form 1773 PS Form 1782 PS Form 1783 PS Form 1804-C

Report of Hazard Log Training Request and Authorization On-the-Job Safety Review/Analysis

5 years

1

Form is obsolete, replaced by eBuy2

1

5 years

1

2 years

2

2 years

Blank

1 year

6

1 year

6

1 year

6

1 year

6

2 years, plus current fiscal year

1

1 year

6

1 year

6

2 years, plus current fiscal year for Field Offices; 5 years, plus current fiscal year for eIWS

2

2 years, plus current fiscal year

1

Postmaster's Certification of SDM Equipment Maintenance

Late Leaving and Returning Report - First Carrier Delivery Trip PS Form 1813 Carrier's Count of Mail - Letter Carrier Routes (Management PS Form 1838 Summary] PS Form 1838-A PS Form 1838-B PS Form 1838-C

Carrier's Count of Mail - Parcel Post and Combination Services Worksheet/Management Summary Parcel Post Firm Delivery Worksheet Carrier's Count of Mail - Letter Carrier Routes Worksheet

Payment Record for Carrier Drive Out Agreements PS Form 1839 Carrier Delivery Route - Summary of Count and Inspection PS Form 1840 PS Form 1840-B PS Form 1902 PS Form 1908 PS Form 1915 PS Form 1994

Carrier Time Card Analysis Justification for Billing Accounts Receivable Financial Adjustment Memorandum Authorization to Flag Employee's Accounts Employee's Work Schedule

3 years

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3 years

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PS Form 2016 PS Form 2025 PS Form 2081 PS Form 2106 PS Form 2130 PS Form 2134 PS Form 2146 PS Form 2198 PS Form 2202 PS Form 2240

Mail Theft and Vandalism Complaint Contract Personnel Questionnaire Contractor Employee Assignment Notification Adjudication - Tort Claims Claim for Loss EMCA Uncollectible Employee's Claim for Personal Property Tort Claim Daily Time Record Pay Leave or Other Hours Adjustment Request

PS Form 2240-R

Rural Pay or Leave Adjustment Request for PS Form 1314

PS Form 2240-RA

Rural Pay or Leave Adjustment Request for PS Form 1314-A

PS Form 2243 PS Form 2371-A PS Form 2432

PSDS Hours Adjustment Record MOD 2 Performance Summary - Mail Volume Individual Training Progress Report

1 year

3

1 year

2

1 year

2

3 years

2

2 years, plus current fiscal year

1

2 years, plus current fiscal year

1

3 years

1

2 Years , plus current fiscal year

2

3 years

Blank

3 years

1

3 years

1

3 years

1

3 years

1

2 years

Blank

5 years

1

3 years

Blank

Maintain on permanent (right-hand) side of the employee?s official personnel file.

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Driving Record - For Positions That Require Driving PS Form 2480 PS Form 2548

Individual Training Record - Supplement Sheet

PS Form 2550 PS Form 2591 PS Form 2848 PS Form 2856

Interview Notice Application for Employment Rural Carrier Route Mail Acceptance Data Damage Report of Insured Parcel and Contents

PS Form 2858-C

City Carrier Cost System - FY92

PS Form 2858-R

Rural Carrier Cost System - FY92

PS Form 2866 PS Form 2866-IP PS Form 2880 PS Form 2933 PS Form 2944

Presort Verification Record

5 years

Blank

2 years

2

Blank

Blank

3 years

1

5 years

1

5 years

1

1 year

1

1 year

2

Blank

Blank

1 Year

Blank

In-Plant Verification for Second- and Fourth-Class Matter

Physical Inventory Certification / Adjustments Register of Uncollected Customs Charges

2 years, plus current fiscal year

1

PS Form 2976

30 days

1

PS Form 2976 Customs Declaration and Dispatch Note CP 72 (May, 2009) -A

30 days

1

PS Form 3077

13 pay periods

2

2 years, plus current fiscal year

1

3 years

1

Receipt for Customs Duty Mail Customs Declaration CN 22 - Sender's Declaration (Dec., 2009)

PS Form 3083

Request to Forward Salary Check Trust Accounts Receipts and Withdrawals Request for Temporary Schedule Change for Personal

PS Form 3189 Convenience PS Form 3203-X

Personalized Envelope Order Form

2 years, plus current fiscal year

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PS Form 3205 PS Form 3217 PS Form 3220 PS Form 3227 PS Form 3227-R PS Form 3236

Requisition for Plain Stamped Envelopes Order for Forms 3216 Claim for Stamped Envelope Discount

2 years

1

2 years

1

2 years, plus current fiscal year

1

Stamps by Mail

Dispose of after audit of accountability/next stamp credit examination or resolution of differences, whichever is longer.

Blank

Stamp Purchase Order (Rural)

Dispose of after audit of accountability/next stamp credit examination or resolution of differences, whichever is longer.

Blank

Uniform Allowance Cap Disbursements

2 years, plus current fiscal year

1

Stamp Stock Destruction Committee Notice of Appointment PS Form 3237

3 years

Blank

2 years

1

2 years, plus current fiscal year for Field Offices, 3 years plus current fiscal year for eIWS

1

1 year

3

2 years, plus current fiscal year

1

2 years, plus current fiscal year

1

1 year

2

PS Form 3317 Retail and Philatelic Products-clerk¿s Daily Sales Record -A

1 year . - See code # 7 for Retail Assoc.

1

PS Form 3368

2 years

2

2 years, plus current fiscal year

2

Stamps & Stamped Paper Destruction Certificate PS Form 3238 Payroll Deduction Authorization to Liquidate Postal Service PS Form 3239 Indebtedness PS Form 3240 PS Form 3293 PS Form 3294

Uniform Allowance Inquiry Retail Vending Credit Examination Cash and Stamp Stock Count and Summary Daily Record of Stamps Stamped Paper and Non- postal Stamps

PS Form 3295 on Hand

Stamp Credit Examination Record

PS Form 3368 Accountability Examination Record -P

PS Form 3369 PS Form 3499

Consigned Credit Receipt Operations Analysis Report

2 years, plus current fiscal year

2

2 years

Blank

3 years

2

2 years

2

1 year

2

5 years

1

2 years, plus current fiscal year for field offices, 4 years plus current fiscal year for eIWS

1

2 years

3

4 years

1

3 years

1

3 years

1

2 years

1

1 year

1

2 years

1

Application for Periodicals Mailing Privileges (Sept., 2007) PS Form 3500 Record of Deposits Made While Second-Class Application Is PS Form 3503 Pending Application for Additional Entry, Reentry, or Special Rate Request PS Form 3510 for Periodicals Publication Statement of Ownership, Management, and Circulation PS Form 3526 Application for Refund of Fees, Products and Withdrawal of PS Form 3533 Customer Accounts Irregular Handling of Undeliverable Periodicals Publication PS Form 3538 Postage Statement Periodicals One Issue or One Edition PS Form 3541 PS Form 3541-C

Periodicals Certification for Multiple Issues (On the Same Day)

PS Form 3541-E

Periodicals Certification for Multiple Issues (Not on the Same Day)

PS Form 3541-M

Postage Statement Periodicals All Issues in a Calendar Month

PS Form 3543 PS Form 3544 PS Form 3548

(Special) Record of Periodicals Postage USPS Receipt for Money or Services Review and Verification of Circulation

Destroy when updated/superseded or a subsequent review is completed.

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PS Form 3555 PS Form 3575

Report of Returned Mail

2 years

Blank

18 months

1

4 years

1

4 years

1

4 years

Blank

PS Form 3600 Postage Statement ¿ First-Class Mail FCM

4 Years

Blank

PS Form 3600 Postage Statement ¿ Priority Mail ¿ Permit Imprint (April, 2011) PM

4 Years

Blank

PS Form 3601-C

2 years

1

2 years

Blank

4 Years

Blank

4 Years

Blank

PS Form 3602 Postage Statement Nonprofit Standard Mail -N

4 years

1

PS Form 3602 Statement of Mailing Bulk Rates -PC

4 years

1

PS Form 3602-PO

2 years

1

4 years

1

1 year

2

Change of Address Order Every Door Direct Mail (EDDM) Retail (April, 2011)

PS Form 3587 PS Form 3600-R PS Form 3600 EZ

Postage Statement - First-Class Mail - Permit Imprint

Postage Statement ¿ First-Class Mail - Easy - Nonautomation Letters, Cards, or Flats

Postage Meter Activity Report

PS Form 3602 Daily Record of Meter Register Readings -A PS Form 3602 -C PS Form 3602 -EZ

Consolidated Postage Statement- Supplement Standard Mail and Nonprofit Standard Mail Postage Statement ¿ Standard Mail - Easy - Nonautomation Letters or Flats (April, 2011)

Postage Collected Through Post Office Meter

PS Form 3602 Postage Statement - Standard Mail -R Nonuse Revocation of Mailing Permit or Meter License PS Form 3604

PS Form 3605-PC

Statement of Mailing with Meter Postage Affixed - Priority Mail and 4 years

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PS Form 3605 Postage Statement - Package Services -R

4 years

Blank

PS Form 3607

2 years

1

4 years

Blank

1 year

2

2 years

1

Blank

1

PS Form 3608-R

Zone-Rated Fourth-Class Mail

Weighing and Dispatch Certificate Postage Statement - Media Mail or Library Mail - Permit Imprint

Record of Permit Imprint Mailings Under Domestic Mail Manual PS Form 3609 145 PS Form 3609-PO

Control for Post Office Meter

PS Form 3609-SP

Record of Permit Imprint Mailings

PS Form 3613

Cancellation of Permit

4 years

Blank

2 years

2

2 years

Blank

1 year

2

3 years

2

3 years

2

2 years

1

2 years

1

2 years

1

Mailing Permit Application and Customer Profile (Feb., 2008) PS Form 3615 PS Form 3616 PS Form 3619

Report of Quarterly Verification of Metered Mail Permit Number Record Application for Nonprofit Standard Mail Rates at Additional Mailing

PS Form 3623 Office Application to Mail at Nonprofit Standard Mail Rates PS Form 3624 PS Form 3630-G

Penalty Business Reply Mail Monthly Report

PS Form 3633-G

Daily Recap for Official Mail

PS Form 3637-G

Batch Header for Official Mail

PS Form 3638-G PS Form 3639-G

Penalty Mail Postage Due Monthly Report

2 years

1

2 years

1

4 years

Blank

4 years

Blank

2 years

Blank

1 year

Blank

1 year

3

2 years

3

1 year

Blank

1 year

2

1 year

2

2 years

1

2 years

1

3 years

2

2 years

1

2 years

blank

2 years

blank

Penalty Merchandise Return Service Monthly Report

Statement of Mailing - International Surface Air Lift PS Form 3650 Postage Statement - International Priority Airmail PS Form 3652 PS Form 3701 PS Form 3702 PS Form 3721 PS Form 3743 PS Form 3749 PS Form 3801 PS Form 3801-A PS Form 3806 PS Form 3813-P

Delivery Survey Test Mailing Record Publication Watch Delayed Mail Report - All Post Offices Irregularities in the Preparation of Mail Matter Standing Delivery Order Agreement by a Hotel, Apartment House, or the Like

Receipt for Registered Mail Insured Mail Receipt Plant-Load Authorization, Application, Worksheet and Agreement

PS Form 3815 PS Form 3816 PS Form 3821 PS Form 3822

COD Mailing and Delivery Receipt Clearance Receipt COD Tag Transmittal

PS Form 3826

1 year

Blank

1 year

Blank

2 years

1

2 years

3

2 years

Blank

7 days

2

2 years

1

2 years

1

2 years

Blank

1 year

Blank

2 years

1

2 years

1

*2 years

1

PS Form 3883 Firm Delivery Receipt A

2 years

1

PS Form 3902

2 years

2

2 years

Blank

2 years

Blank

PS Form 3827 PS Form 3830-A PS Form 3841 PS Form 3845 PS Form 3849 PS Form 3854 PS Form 3854-A PS Form 3867

Registry Irregularity Report Irregularity Report of Insured and COD Mail Registry Dispatch Record Post Office Record of Claim Annual Verification of Circulation Delivery Notice/Reminder/Receipt Manifold Registry Dispatch Book Registered Mail Dispatch Bill Accountable Mail Matter Received for Delivery Receipt Verification - Insured and Returned COD Mail

PS Form 3871 PS Form 3877 PS Form 3881-X PS Form 3883

PS Form 3921

Firm Mailing Book for Accountable Mail Supplier and Payee Electronic Funds Transfer (EFT) Enrollment

Firm Delivery Book for Accountable Mail

Form 3977 Log and Lock Examination Volume Recording Worksheet Customer Services Volume Recording Worksheet

PS Form 3922

PS Form 3925 PS Form 3930 PS Form 3932 PS Form 3956 PS Form 3958 PS Form 3959 PS Form 3968 PS Form 3970-T PS Form 3971 PS Form 3972 PS Form 3973

Daily Address Information Operations Analysis Operations Analysis CSMDS Plan Input Sheet Authorization for Medical Attention Unit Reserve Stamp Stock Transaction Record Daily Recap-Stamp Stock Transactions Daily Mail Collection Record Donated Leave Transfer Request for or Notification of Absence Absence Analysis Military Leave Control Duplicate Key, Combination and Password Envelope Employee¿s

PS Form 3977 copy** PS Form 3978-B

Parcel Distribution

PS Form 3978-D

Accountable Mail

PS Form 3996 PS Form 3997 PS Form 3998 PS Form 3999

Carrier - Auxiliary Control Unit Daily Record Unit Summary of City Delivery Assignments Inspection of Letter Carrier Route

2 years

Blank

2 years

Blank

2 years

Blank

2 years

1

2 years

1

2 years

1

2 years

Blank

3 years

1

3 years

1

3 years

Blank

3 years

1

Follow instructions on the form and maintain in a secure location for the life of each credit

2

1 year

Blank

1 year

Blank

2 years

Blank

2 years

Blank

2 years

Blank

1 year

1

PS Form 3999-A

Deliveries/Inspection Record - Worksheet

PS Form 3999-B

Inspection of Collection Route

PS Form 4003

PS Form 4003-A

PS Form 4015-A PS Form 4015-B PS Form 4015-C PS Form 4015-D PS Form 4015-E PS Form 4015-F PS Form 4024 PS Form 4027 PS Form 4209

Official Rural Route Description

Official Rural Route Description (Continuation Sheet)

2 years

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2 years

Blank

Retain the most recent complete copy of PS Forms 4003 and 4003-A. Forms 4003 and 4003-A showing only the lines changed may be removed when complete Forms 4003 and 4003-A are prepared that include these changes. Form 4003, OPF copy, must be retained permanently.

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Retain the most recent complete copy of PS Forms 4003 and 4003-A. Forms 4003 and 4003-A showing only the lines changed may be removed when complete Forms 4003 and 4003-A are prepared that include these changes. Form 4003, OPF copy, must be retained permanently.

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3 years

Blank

3 years

Blank

3 years

Blank

3 years

Blank

3 years

Blank

3 years

Blank

1 year

Blank

1 year

Blank

Rural Carrier Agreement to Use Annual Leave Pursuant to Election of Higher Route Classification Rural Carrier Agreement to Terminate Guarantee

Rural Carrier Agreement to Terminate Guarantee (Exercising Retreat or Bidding Rights) Rural Carrier Agreement to Terminate Guarantee

Rural Carrier Agreement to Use Annual Leave Earned to Reduce Actual Work Hours Rural Carrier Agreement to Use Annual Leave Earned to Obtain Protected Salary Request to Repair Roads Petition for Change In Rural Delivery Project Authorization

PS Form 4211 Facility and Fixed Mechanization Project Contract Payment

6 years after contract closeout

2

6 years afters contract closeout

2

-A Authorization PS Form 4211 Invoice and Payment Authorization -B

6 years after contract closeout

PS Form 4239

Destroy when updated/superseded or a subsequent review is completed.

PS Form 4240 PS Form 4241 PS Form 4241-A PS Form 4248

Rural Route Count of Mail Rural Carrier Trip Report Rural Delivery Statistics Report Rural Route Evaluation Rural Route Inspection Report

3 years

2 Blank 1

Retain latest copy. All others may be destroyed after 3 years.

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Retain latest copy. All others may be destroyed after 3 years.

Blank

2 years

1

2 years

2

1 year

3

1 year

Blank

2 years

Blank

3 years

Blank

1 year

2

3 years

1

3 years

1

3 APs

1

3 APs

1

1 year

2

Rural Customer Delivery Instructions (March, 2010) PS Form 4262 PS Form 4314-A

Consumer Service Card (Spanish)

PS Form 4314-C

Consumer Service Card

PS Form 4315 PS Form 4460 PS Form 4503 PS Form 4508 PS Form 4509 PS Form 4513 PS Form 4513-A PS Form 4515

Evaluation of Routes for Motorization Vehicle Record/Trip Ticket Vehicle Delivery Control Sheet Vehicle Maintenance Facility Inventory Order VMF Inventory Purchase Scheduled/Unscheduled Maintenance Record Scheduled/Unscheduled Shop Maintenance Record

Vehicle Assignment Justification and Request

PS Form 4523 PS Form 4529 PS Form 4533

Damage Claim Certification - Hired Vehicle: Inventory/Parts Tools MVS Schedule

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Blank

3 years

Blank

1 year

1

3 years

1

6 months

1

3 years

2

On completion of work order

2

1 year

1

Inventory Adjustment Record and Parts Transferred Between PS Form 4534 VMFs PS Form 4539 PS Form 4541 PS Form 4565

Railroad Van Movement Log Order-Invoice for Vehicle Repair Vehicle Repair Tag Commercial Service Station Procurement Record

PS Form 4567 PS Form 4569 PS Form 4570 PS Form 4572

Vehicle Use Plan Vehicle Time Record: Tractor Log

Destroy when updated/superseded or a subsequent review is completed.

Blank

Blank

Blank

6 months

1

Daily Record of Gasoline, Diesel Fuel, and Motor Oil Issued PS Form 4574 PS Form 4575 PS Form 4575-A PS Form 4577 PS Form 4582 PS Form 4584

MVS Vehicle Survey Five Day Summary - Motor Vehicle Service Vehicle Utilization

Leased Vehicle Condition Report: Operator's Record Observation of Driving Practices

1 year

Blank

Destroy when updated/superseded or a subsequent review is completed.

Blank

Destroy when updated/superseded or a subsequent review is completed.

Blank

Blank

Blank

4 years

2

4 years

2

PS Form 4584-P PS Form 4586

Observation of Driving Practices-Powered Industrial Trucks (PITs) 3 Years

Accident Information:

1

Blank

Blank

2 years

Blank

1 year after sale of vehicle

Blank

Request to Repair, Replace, or Dispose of Postal ¿ Owned Vehicle PS Form 4587 PS Form 4594 PS Form 4595

Vehicle Sales Request and Report Postal Vehicle Sale/Purchase Agreement Mounted Tires and Batteries Authorized for Fleet Use

PS Form 4625 PS Form 4626 PS Form 4703 PS Form 4707 PS Form 4805 PS Form 4841 PS Form 4851 PS Form 4852

Vehicle Fuel and Motor Oil Purchase Record Out of Order (Trailer Tag) Out-of-Order Tag: Maintenance Work Order Request Fuel and Utilities Record Housekeeping Inspection Workload Analysis and Summary

2 years Destroy when updated/superseded or a subsequent review is completed.

2 Blank

3 years

1

1 AP

1

Blank

Blank

2 years

Blank

2 years

Blank

1 year

Blank

2 years

Blank

1 year

1

1 year

1

1 year

1

Relocation - Miscellaneous Expense Allowance Claim PS Form 4871 Claim for Subsistence Expenses - Temporary Quarters PS Form 4872 Reimbursement of Real Estate Expenses - Change of Official PS Form 4877 Station

PS Form 4984 PS Form 5006 PS Form 5201 PS Form 5397 PS Form 5398 PS Form 5399 PS Form 5406

Repair Parts Requisition: Dinero Seguro Payment Order Application Mail Van Inspection Contract Route Extra Trip Authorization Transportation Performance Record Contract Routes Performance Record Box Delivery Contract Route Survey

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Blank

2 years

1

2 years

2

1 year

2

2 years

2

2 years

2

7 years

2

7 years

2

7 years

2

7 years

2

7 years

2

3 years

2

7 years

2

2 years

1

3 years

2

15 days

2

7 years

2

Highway Contract Route Survey/Service Change PS Form 5407 PS Form 5420 PS Form 5427

Certification of Insurance Contract Route Review and Award Certification of Exceptional Contract Service Performed

PS Form 5429 PS Form 5431

Contract Route Box Customer Notice Contract Route Statement, Schedule and Specifications

PS Form 5443 PS Form 5445 PS Form 5461 PS Form 5466 PS Form 5479

Stamp Vending Machine Refund Request Amount Due Deceased Contractor Late Slip Contract Adjustments

PS Form 5496 PS Form 5500 PS Form 5500-A

Adjustment Analysis and Report Contract Route Irregularity Report Contract Route Irregularity Report

7 years

2

1 year

2

1 year

2

1 year

2

6 months

1

6 months

1

4 months

2

4 months

2

3 years

2

2 Years

1

3 months

1

Cost Evaluation - Postal Vehicle Service versus Contract Service PS Form 5505 PS Form 5625 PS Form 5625-C

Express Mail Custom Designdd Receipt Express Mail Custom Designed Service Express Mail Service Agreement [Pub 223 has 'Express Mail

PS Form 5631 Custom Designed Service Agreement'] Express Mail Corporate Account/Custom Designed Agreement PS Form 5637 PS Form 5639

Express Mail Corporate Account Application Daily Passport Applications (DSP-11) Transmittal

PS Form 5659 PS Form 5660

Summary of Passport Applications Accepted EMS - Express Mail International Service Manifest:

PS Form 5674 PS Form 5909 PS Form 6011 PS Form 6012 PS Form 6012-A

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Road Test Examiner's Certificate Agreement for Acceptance of Food Items Operation Santa Letter

Blank

4 years

2

2 years

1

1 year

1

1 year

1

Operation Santa Letter (Organization) Record of Letter(s) Received by Individuals

PS Form 6012-I PS Form 6387 PS Form 6401 PS Form 6990 PS Form 7020 PS Form 7340 PS Form 7340-A PS Form 7355 PS Form 7364 PS Form 7380 PS Form 7381

Operation Santa Letter (Individual) Rural Money Order Transaction Application Money Order Inquiry Invoice-Money Order Forms Authorized Absence from Workroom Floor Shipping Instructions for Excess Property

1 year

1

1 year

2

2 years

3

4 years

Blank

3 years

1

Dispose of in not less than 1 year and not more than 2 years.

1

1 year

2

2 years

Blank

Shipping Instructions for Excess Property - Vehicle

Cleaning Agreement Serviceable Property Tag MDC Supply Requisition Requisition for Supplies, Services, or Equipment

Dispose of in not less than 1 year and not more than 2 years.

1

Dispose of in not less than 1 year and not more than 2 years.

1

2 years

1

7 years

2

7 years

2

7 years

2

7 years

2

7 years

2

7 years

2

Transportation Services Bid or Proposal and Contract for Regular PS Form 7405 Service PS Form 7406 PS Form 7435

Amendment to Transportation Services Contract Solicitation for Transportation Services Contract Solicitation Record - Emergency Highway Contract

PS Form 7439 PS Form 7440 PS Form 7440-A

Contract Route Service Order Change in Schedule Notice

PS Form 7444

Local Purchase Order

3 years

Blank

7 years

2

7 years

2

7 years

2

Inquiry Concerning Renewal of Transportation Services Contract PS Form 7445 Transportation Services Renewal Contract for Regular Services PS Form 7447 Notice of Renewal of Transportation Services Contract for Regular PS Form 7448 Services PS Form 8038 PS Form 8039 PS Form 8048 PS Form 8049 PS Form 8075

Employee Statement To Recover Back Pay Back Pay Decision/Settlement Worksheet Commercial Emergency Vehicle Hire Vehicle Hire Pay Adjustment Mailer Notification Log for Disqualifed Mailings.

PS Form 8105-A

Funds Transaction Report (FTR)

PS Form 8105-B

Suspicious Transaction Report (STR)

N/A

Blank

N/A

Blank

2 years

1

2 years

1

4 years from last date on form

2

N/A

Blank

N/A

Blank

Plant-Verified Drop Shipment (PVDS) Verification and Clearance PS Form 8125 PS Form 8127 PS Form 8144

Rural Carrier Supplemental Payment Stamp Discrepancy Report

1 year

1

3 years

Blank

2 years

Blank

5 years

Blank

Freedom of Information Act and Privacy Act Request Report PS Form 8170 PS Form 8230

Authorization for Payment

2 years for Field Offices, 4 years plus current fiscal year for eIWS

1

PS Form 8231 PS Form 8232

Vendor Payment 1099 Reporting Form

2 years for field offices, 4 years plus current fisal year for eIWS

1

Payment for Personal Services Contracts

2 years for field offices, 4 years plus current fiscal year for eIWS

1

PS Form 9528 Advice of Shipment - Stamp Invoice OC

4 years

Blank

SF 94

3 years

2

3 years

2

4 years

2

Dispose of in not less than 1 year and not more than 2 years.

1

Dispose of in not less than 1 year and not more than 2 years.

1

Dispose of in not less than 1 year and not more than 2 years.

1

2 years

2

2 years

2

SF 95

Statement of Witness Claim For Damage, Injury, or Death The United States Government Certificate of Release of a Motor

SF 97 Vehicle SF 120 SF 122 SF 123 SF 135

Report of Excess Personal Property Transfer Order - Excess Personal Property Transfer Order - Surplus Personal Property Records Transmittal and Receipt Request to Transfer, Approval and Receipt of Records to the

SF 258 National Archives of the United States Multiuse Standard Requisitioning/Issue System Document: SF 344 Request for Payroll Deduction for Labor Organization Dues SF 1187 SF 2809 SF 2810

Maintain on the permanent (right-hand) side of the employee's official personnel file.

Employee Health Benefits Election Form Notice of Change in Health Benefits Enrollment Government Property Sales Announcement and Poster Combined

OF 15 OF 16

2735,2736

Sales Slip - Sale of Government Personal Property

Dispose of in not less than 1 year and not more than 2 years.

1

Dispose of in not less than 1 year and not more than 2 years.

1

U.S. Government Motor Vehicle Operator's Identification(Card) OF 346

3828

4 years

2

4 years

2

Application for Safe Driver Awards (National Safety Council) V 11P W-4 W-15 CA-7a CBP Form 3419ALT Label 11-A

Employee's Withholding Allowance Certificate

Maintain on the permanent (right-hand) side of the employee's official personnel file.

State Withholding Tax Exemption Certificate

Maintain on the permanent (right-hand) side of the employee's official personnel file. ??Injury Comp is an HR function.

Time Analysis Form

Until the close of the Accounting Period

Mail Entry-Customs 3328

Express Mail Post Office to Post Office Service

*6 months

1

*6 months

1

*6 months

1

*6 months

1

3 years

2

2 years

2

1 AP

1

Dispose of in not less than 1 year and not more than 2 years.

1

3 years

1

1 year

2

Express Mail Next Day Service Post Office to Addressee Label 11-B Label 11-E Label 11-F Blank Blank Blank Blank Blank Blank

3328,3942

Express Mail Post Office to Post Office 3828

Express Mail Post Office to Addressee Over $10.00 Under $10.00 VMF Copies All Other Copies Parts and Fuel Inventory Records Vehicle Maintenance Agreement Records

Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank

Corporate Accounts Corporate Accounts

1

3 years

1

Discard on receipt/receipt of signed copy.

Suspense Copies Signed Copies Money Order Tapes VMF Copies (Fuel) All Other Copies Vehicle Parts and Fuel Requisitions Other Supply Requisitions

Blank

6 months

1

4 years

1

3 years

1

Dispose of in not less than 1 year and not more than 2 years.

1

3 years

1

Dispose of in not less than 1 year and not more than 2 years.

1

Maintain on the permanent (right-hand) side of the employee's official personnel file.

OPF Copies

2 PPs

DDE/DR Site Copies

5

Maintain on the permanent (right-hand) side of the employee's official personnel file.

OPF Copies

2 PPs

5

4 years

2

4 years

2

3328,3942

1 year

1

3328,3942

1 year

1

4 years

2

DDE/DR Site Copies If superseded 2771

If superseded Corporate Accounts (Finance Copy) Corporate Accounts (Finance Copy) If superseded

1 year

Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank Blank

Interim

Destroy when updated or superseded or a subsequent review is completed.

Blank

Permanent

Retain until equipment is transferred/disposed, then forward to the information service.

Blank

1 AP

Blank

3 years

Blank

1 AP

Blank

3 years

Blank

4 years

2

2 years

2

*6 months

1

1 year

1

*2 years

1

3 years

1

6 months

1

2 years

1

2 years

2

1 year

1

3 APs

1

2 years

2

Corrections Time Card Supporting Documentation Corrections Time Card Supporting Documentation Adopted Suggestions Disapproved Suggestions Express Mail Service Signature Confirmation Service All Other Services EMS - Corporate Account Records EMS - Receipts/Mailing Statements Domestic Mail Acceptance Receipts Vehicle Hire Records Requirements Survey Records Vehicle Time Records Vehicle Hire Records

Blank Blank Blank

Accident Records VMF Accident Case File Records Vehicle Hire Records

3 years

2

3 years

2

2 years

2