NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
Records Schedule Number DAA-0059-2013-0006
Schedule Status Approved
Agency or Establishment Department of State
Record Group Scheduling Group General Records of the Department of State
Records Schedule applies to Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services middot(PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will No be provided
Background Information
Item Count
Number of Total Disposition Number of Permanent Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Dispqsition Items
1 1 0 0
GAO Approval
Electronic Records Archives Page 1 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Outline of Records Schedule Items for DAA-0059-2013-0006
Sequence Number
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Records Schedule Items
Sequence Number
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule applies only to the passports records stored at WNRC in the transfer listed below W059-78-0061 (Boxes 1-13)
Final Disposition
Item Status
Is this item media neutral
Explanation of limitation
Do any of the records covered by this item currently exist in electronic format(s) other than eshymail and word processing
Disposition Instruction
Transfer to the National Archives for Accessioning
Additional Information
First year of records accumulation
End year of records accumulation
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency transfer these records to the National Archives
Permanent
Active
No
Applies only to paper records
No
Transfer to the National Archives immediately after schedule is approved
1911
1925
From 1911 To 1925
Unknown One time transfer
Estimated Current Volume Annual Accumulation
ElectronicDigital
Paper 13 Cubic feet
Microform
Electronic Records Archives Page 3 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Agency Certification
I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods specified
Signatory Information
Date Action By Title Organization
08222013 Certify Tasha Thian Agency Records Off icer
AGIS - AGISIPSRA
04242014 Submit for Concur renee
Lisa Clavelli Supervisor ACNR A ppraisal Team 2
National Archives and Records Administration - Records Management Services
04242014 Concur Margaret Hawkins
Director of Records Management Servic es
National Records Management Program - Records Management Services
04242014 Concur Laurence Brewer
Director National R ecords Management Program
National Archives and Records Administration - National Records Management Program
04252014 Approve David Ferriera Archivist of the Unite d States
Office of the Archivist shyOffice of the Archivist
Electronic Records Archives Page 5 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Outline of Records Schedule Items for DAA-0059-2013-0006
Sequence Number
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Records Schedule Items
Sequence Number
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule applies only to the passports records stored at WNRC in the transfer listed below W059-78-0061 (Boxes 1-13)
Final Disposition
Item Status
Is this item media neutral
Explanation of limitation
Do any of the records covered by this item currently exist in electronic format(s) other than eshymail and word processing
Disposition Instruction
Transfer to the National Archives for Accessioning
Additional Information
First year of records accumulation
End year of records accumulation
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency transfer these records to the National Archives
Permanent
Active
No
Applies only to paper records
No
Transfer to the National Archives immediately after schedule is approved
1911
1925
From 1911 To 1925
Unknown One time transfer
Estimated Current Volume Annual Accumulation
ElectronicDigital
Paper 13 Cubic feet
Microform
Electronic Records Archives Page 3 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Agency Certification
I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods specified
Signatory Information
Date Action By Title Organization
08222013 Certify Tasha Thian Agency Records Off icer
AGIS - AGISIPSRA
04242014 Submit for Concur renee
Lisa Clavelli Supervisor ACNR A ppraisal Team 2
National Archives and Records Administration - Records Management Services
04242014 Concur Margaret Hawkins
Director of Records Management Servic es
National Records Management Program - Records Management Services
04242014 Concur Laurence Brewer
Director National R ecords Management Program
National Archives and Records Administration - National Records Management Program
04252014 Approve David Ferriera Archivist of the Unite d States
Office of the Archivist shyOffice of the Archivist
Electronic Records Archives Page 5 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Records Schedule Items
Sequence Number
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule applies only to the passports records stored at WNRC in the transfer listed below W059-78-0061 (Boxes 1-13)
Final Disposition
Item Status
Is this item media neutral
Explanation of limitation
Do any of the records covered by this item currently exist in electronic format(s) other than eshymail and word processing
Disposition Instruction
Transfer to the National Archives for Accessioning
Additional Information
First year of records accumulation
End year of records accumulation
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency transfer these records to the National Archives
Permanent
Active
No
Applies only to paper records
No
Transfer to the National Archives immediately after schedule is approved
1911
1925
From 1911 To 1925
Unknown One time transfer
Estimated Current Volume Annual Accumulation
ElectronicDigital
Paper 13 Cubic feet
Microform
Electronic Records Archives Page 3 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Agency Certification
I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods specified
Signatory Information
Date Action By Title Organization
08222013 Certify Tasha Thian Agency Records Off icer
AGIS - AGISIPSRA
04242014 Submit for Concur renee
Lisa Clavelli Supervisor ACNR A ppraisal Team 2
National Archives and Records Administration - Records Management Services
04242014 Concur Margaret Hawkins
Director of Records Management Servic es
National Records Management Program - Records Management Services
04242014 Concur Laurence Brewer
Director National R ecords Management Program
National Archives and Records Administration - National Records Management Program
04252014 Approve David Ferriera Archivist of the Unite d States
Office of the Archivist shyOffice of the Archivist
Electronic Records Archives Page 5 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Agency Certification
I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods specified
Signatory Information
Date Action By Title Organization
08222013 Certify Tasha Thian Agency Records Off icer
AGIS - AGISIPSRA
04242014 Submit for Concur renee
Lisa Clavelli Supervisor ACNR A ppraisal Team 2
National Archives and Records Administration - Records Management Services
04242014 Concur Margaret Hawkins
Director of Records Management Servic es
National Records Management Program - Records Management Services
04242014 Concur Laurence Brewer
Director National R ecords Management Program
National Archives and Records Administration - National Records Management Program
04252014 Approve David Ferriera Archivist of the Unite d States
Office of the Archivist shyOffice of the Archivist
Electronic Records Archives Page 5 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Agency Certification
I hereby certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records proposed for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods specified
Signatory Information
Date Action By Title Organization
08222013 Certify Tasha Thian Agency Records Off icer
AGIS - AGISIPSRA
04242014 Submit for Concur renee
Lisa Clavelli Supervisor ACNR A ppraisal Team 2
National Archives and Records Administration - Records Management Services
04242014 Concur Margaret Hawkins
Director of Records Management Servic es
National Records Management Program - Records Management Services
04242014 Concur Laurence Brewer
Director National R ecords Management Program
National Archives and Records Administration - National Records Management Program
04252014 Approve David Ferriera Archivist of the Unite d States
Office of the Archivist shyOffice of the Archivist
Electronic Records Archives Page 5 of 6 PDF Created on 05052014
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
Executive Summary
Summary
Permanent Item Numbers
Federal Register Notice
Publication Date
Copies Requested ~
Comments Received
The Department of State Bureau of Consular Servi~~~~~ disposition authority for Insular Passport Case Files (Puerto Rico) 1911-1925 Proposed for permanent retention are those passport applications filed in Puerto Rico dating from January 27 1911 through March 31 1925 These records have permanent value because they are related to other permanent records and have high potential research value The original version of a duplicate set of records accessioned to the National Archives are incomplete because of missing applications and do not include the original supporting documents submitted with the original applications Records appraised on this schedule fill the gaps of previously accessioned records
0001
Not Required
0
0
Electronic Records Archives Page 6 of 6 PDF Created on 04242014
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull FINAL 1REVIEW FORM
Job Number IDAA-0059-2013-0006 Date Sent 141014
Date Received __14_11_0_12_0_1_4__________ Date Due ls114
TO SHU Core Team MemberOther SHU _lr_us_s_e_ll_lo_is_e_lle__n_a_r_a_g_ov___________________
Return to ACNR Contact I _s_co_t_tJ_o_b_so_n__n_a_r_a_g_ov~middot----------------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
iJ Yes D No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable 1K1 Yes D No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes D No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended bull
IX Concur D Do Not Concur
I I
I I I
Signature Date
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull I
FINAL REVIEW FORM
Job N urnber IDAA-0059~201 3-0006 Date Sent 141014
Date Received --14_11_0_1_20_1_4____----_J
Date Due ls114
TO SHU Core Team MemberOther SHU 1--m_e_g_h_a_n_r_ya_n__n_a_r_a_g_o_v_________________j
Return to ACNR Contact I middot middot middot --s_co_t_t_jo_b_s_o_n_n_ar_a_g_o_v_____~~~---------------~
This schedule is transmitted for review of the appraisal memo and schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been satisfactorily addressed
~ Yes 0 No
Explain all No answers
Are all descriptions disposition statements and transfer instructions acceptable ~ Yes 0 No
Does SHU Core Team MemberOther SHU Representative concur with the schedule If No attach a separate memorandum explaining reason for non-concurrence
~ Yes 0 No
Stakeholder Final Action Unit concurs with the understanding that all changes proposed in the appraisal memo are made if any are recommended
~ Concur 0 Do Not Concur
09nbulllly lt9nM by MltJIgtbulln Rybulln Gouihom
Signature Meghan Ryan Guthorn ~~~~~~~~~~~~middot~~~~middot 1416201401 101-1)416111614()400 Date
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
L -~~~~YJ~ g-+-l
NATIONAL ARCHIVES
Date AprillO 2014~ Subject Revisions to Appraisal Report
To Memo to the File
The appraisal report and records schedule for DAA-0059-2013-0006 underwent revision to
address issues raised during the Final Review process of March 6 2014 by the custodial
units A second Final Review package was forwarded to AFO and RDTP on April 10 2014
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arch i vesgov
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull
Date Appraiser Agency Subject
April 9 2014 Scott A Jobson ACNC Department of State DAA-0059-20 13-0006 LRC +(10(14
INTRODUCTION
Schedule Overview Insular Passport Case Files (Puerto Rico) 1911-1925
Background Information
The National Archives has long held passport applications completed through March 31 1925 These include those in RG 059 Entry A 1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (Insular Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) These two series consist primarily of applications for residents of insular possessions applying for US Passports at one of the offices in the continental United States or at a US consulate abroad However applications filed in the insular possessions themselves may also be referred to as insular passport applications
Included in RG 059 Entry A 1 542 (Passport Applications Filed at US Territories and Possessions 1907 -1925) are the duplicate versions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 Applicants filing for US Passports in insular possessions such as Puerto Rico completed two separate but identical applications What were referred to as the duplicate applications where sent back to Washington DC on a quarterly basis while the originals where maintained in the insular possession
However the records from Puerto Rico in RG 059 Entry A 1 542 are incomplete with several individual applications missing such as 320 556 567 and 31 08 as well applications 4285 through 4628 inclusive In addition this entry does not include passport applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently stored at the Washington National Records Center (WNRC) are passport applications filed in Puerto Rico that date from 1911 through 1969 Transfer W059-78-0061 contains the original versions of applications 553 through 841 0 with supporting documents and date from January 27 1911 through March 31 1925 The records are arranged numerically by passport application number and are unbound
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPHI ROAD
COLLEGE PARK MD 20740-6001
www arc1 i ves go v
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull Overall Recommendation I recommend approval of the attached schedule
APPRAISAL
Item 0001 Insular Passport Case Files (Puerto Rico) 1911-1925 Original versions of passport applications 553 through 841 0 filed in Puerto Rico dating from January 27 I9II to March 3I I925 including other supporting documents including those required to prove residency or citizenship Proposed Disposition Permanent Appropriateness of Proposed Disposition Appropriate Appraisal Justification
bull Related to other permanent records The basic files of the Passport Division of the Department of State from I906 through March 3 1 I925 were approved for accessioning in Job No 447-304 and include
I RG 059 Entry A I 542 (Passport Applications Filed at US Territories and Possessions I907 -I925)
2 RG 059 Entry AI 534 (PassportAppiications I906-1925) 3 RG 059 Entry A I 539 (Insular Passport Applications for Residents of Puerto
Rico and the Philippines 1913-1925) 4 RG 059 Entry A I 5II (Insular Passport Applications 190 1-19II)
bull Accessioning the passport case files contained in transfer W059-78-006I would allow the National Archives to fill in gaps of over 400 applications in RG 059 Entry AI 542
bull The passport records currently held by the National Archives dating through March 3I I925 were accessioned as a direct offer In addition there is currently no valid disposition authority that covers the records described on this schedule Therefore the records from transfer W059-78-0061 are currently unscheduled
bull High potential research value Many of these case files contain the original supporting documents that were required to prove residency or citizenship at the time and were submitted with the passport application These supporting documents are not included in duplicate version of these records currently held by the National Archives Reconciling these documents with the case files provides a more complete and documentary record
Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested Paper is the official recordkeeping copy for these records middot
GDigitally signed by Scott A Jobson ~~ DN cn=Scott A Jobson o=Permanent Records Scott A JQ bSQ ljl~pture Section ou=ACNC
~ t--email7scottjobsonnaragov c=US t Date 20140409 1736S9 -0400
Scott A Jobson Appraiser
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull Jobson ltscoUjobsonnara
Re Splitting Transfer W059-78-0061
Kathleen OConnor ltkathleenoconnornaragoVgt Fri Apr 4 2014 at 1149 AM To Scott Jobson ltscottjobsonnaragoVgt
Once the DAA is signed we will change the DAU the disposition code and the disposition date if the schedule changes the retention period
Enjoy your weekend Kathi
On Fri Apr 4 2014 at 1143 AM Scott Jobson ltscottjobsonnaragoVgt wrote Thanks Kathi
Do we change the Disposition Code and Disposition Date for W059-78-0061 once the schedule is approved
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Apr 3 2014 at 908AM Kathleen OConnor ltkathleenoconnornaragoVgt wrote Morning Scott
I always enjoy seeing you The split has been completed and the data has been updated in ARCIS You are go to go Its a fabulous day Kathi
On Wed Apr 2 2014 at 422PM Scott Jobson ltscottjobsonnaragoVgt wrote Hi Kathleen
I Can you split W059-78-0061 as follows
IW059-78-0061 1 Series Description Passport Applications (Puerto Rico)
Boxes 1 to 13 1 Inclusive Start Date 1271911 1
Inclusive End Date 3311925 Volume 13 cf l Disposition Authority These records will be scheduled as Permanent under DAA-0059-2013-0006 item 1 1 Disposition Date These records will be eligible for accessioning upon approval of the schedule
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull W 059-78-0061 A Series Description Passport Applications (Puerto Rico) Boxes 14 to 181 Inclusive Start Date 411925 Inclusive End date will remain 12311969 Volume 168 cf Disposition Authority These records will remain Temporary The SF-115 citation is NC1-059-79-012 item 2B Disposition Date will remain 112070
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
Kathleen L OConnor Transfer amp Disposition Branch Chief NARA 4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull Re Reboxing Insular Passport Case Files
Kathleen OConnor ltkathleenoconnornaragoVgt Mon Mar 24 2014 at 1141 AM To Scott Jobson ltscottjobsonnaragoVgt
Scott Not a problem with me Just let me know when you want to come out I have not had the time to find out why those boxes are in a different spot but I will today Kathi
On Mon Mar 24 2014 at 1018 AM Scott Jobson ltscottjobsonnaragoVgt wrote Kathi
As I mentioned on Friday I was able to fit the one folder needed from box 14 (W059-78-0061) into box 1 for schedule DAA-0059-2013~0006
Since these are going to be re-boxed would it be a problem if we just start filling up the boxes with folders in chronological order so that one folder from box 14 becomes the last folder in box 13 Then the records would all be in order
Once that is done I will redo the box list to indicate the range of records in each box
Would it be a problem if I do the re-boxing I could then re-do the box list at the same time
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Kathleen L OConnor
Transfer amp Disposition Branch Chief
NARA
4205 Suitland Rd Suitland MD 20746-8001
Phone 301-778-1544
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
4182014 National euros amp Records Administration Mail- Re Final Re~ewi (DAA-0059-2013-0006)
Re Final Review Form (DAA-0059-2013-0006)
Scott Jobson ltscottjobsonnaragoVgt Thu Mar 13 2014 at 200PM To Lisa Clavelli ltlisaclavellinaragoVgt Cc Meghan Ryan ltmeghanryannaragoVgt Enas Timothy lttimothyenasnaragoVgt
Just to clarify the remaining records in the transfer are not unscheduled They are covered by NC1-59-79-012 items 2A and 2B
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 151 PM Lisa Clavelli ltlisaclavellinaragoVgt wrote Meghan
Would you be willing to sort through this with Scott at our next team meeting scheduled for Wednesday
March 19th Reason I ask is 1) want to ensure we capture any needed changes to the schedule and or appraisal memo in the most appropriate way and 2) given the unscheduled records requirement in the Directive appraisal staff may end up reviewing agency records that have been retired to WNRC I think this
discussion would be insightful for others for possible future work
Thank you Lisa
On Thu Mar 13 2014 at 1134 AM Scott Jobson ltscottjobsonnaragoVgt wrote Meghan
Will it be OK if I update the schedule to indicate that it covers the applications 553 through 841 0 from transfer W059-78-0061 and remove the reference to the boxes
I will check to see if there is room in Box 13 for the one folder from Box 14 If that is the case I will get the OK from State to do that I will also work with State on any ARCIS changes that are needed
If there isnt room what would be the best way to transfer the one folder Can the TR be written for Boxes 1shy13 from W059-78-0061 and the one folder from Box 14 and have WNRC just put the one folder in a separate box for shipment
i
Thanks
Scott Jobson Archives Specialist
j Permanent Records Capture Section
httpsmailgooglecomlmailuOui=2ampik=ccfc323ef3amp~ew=ptampas_to=meghanryan40naragovampas_sizeoperator=s_slampas_sizeunit=s_smbampas_subset=allampa 13
i
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
4182014 Nationail euros amp Records Administration Mail- Re Final Reoiewbullm (DAA-0059-2013-0006)
8601 Adelphi Road Room ~ 0 middot College Park MD 20740 (301) 837-2977 scottjobsonnaragov
On Thu Mar 13 2014 at 1004 AM Meghan Ryan ltmeghanryannaragovgt wrote Good morning
On the appraisal report I notice that the appraisal applies to boxes 1 through 13 and the first folder of box 14 but the schedule applies to boxes 1 - 14 in their entirety Will the schedule be updated to reflect the limits of the appraisal report Does the agency understand that the schedule will only apply to the first folder in box 14 Are you aware of their plans for implementing the schedule and transferring only the first folder of box 14
If box 14 contains mixed temporary and permanent records or mixed permanent and unscheduled records we will be unable to implement the schedule until the temporary or unscheduled material has been removed from the box or the permanent file has been rehoused separately for transfer
Thanks
Meghan
On Thu Mar 6 2014 at 413PM Scott Jobson ltscottjobsonnaragovgt wrote Meg han
Please find attached the Final Review Form for DAA-0059-2013-0006 along with the schedule and the approved appraisal memo
Please let me know if you have any questions
Thanks
Scott Jobson Archives Specialist Permanent Records Capture Section 8601 Adelphi Road Room 3400 College Park MD 20740 (301) 837-2977 scottjobsonnaragov
Meghan Ryan Guthorn Archivist National Archives and Records Administration Research Services (Textual Accessioning)
I 301-837-3192 l httpwwwarchivesgovrecords-mgmtaccessioning
Lisa R Clavelli
httpsmai lg oog lecommai1u0ui= 2ampi k= ccfc323ef3ampoi ew= ptampas _to= meg hanryen40narag ovampas _ sizeoperator= s _ sl ampas_ sizeunit= s _ smbampas _subset= all ampa 23
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull FINAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 3614
Date Received 362014 Date Due 32014
TO SHU Core Team MemberOther SHU (email) rUSSeiiIOiSellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
This schedule is transmitted for review of the final appraisal and final schedule
SummaryFinal Review
Have all issues raised on the Initial Review Form and through other contacts during the appraisal process been
satisfactorily addressed
YesO
Explain aiiNo answers
Are all descriptions disposition statements and transfer instructions acceptable YesO NoD
Does SHU Core Team MemberOther SHU Representative concur with final version of the schedule If No attach a
separate memorandum explaining reason for non-concurrence
YesO
Stakeholder Final Action
Concur lfl Do Not Concur 0
middot Digitally signed by Scott E Roley
RoIey DNo cn~scott E Roley o~NARA ou~AFO ld SCott E bull ~email=scotlroleynaragov c=US
Signature F1e oateo2014o31015A2o2s-oroomiddot Date_________
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NOTE During Final Review questions and comments raised by
RDTP required the records schedule and appraisal memorandum
~ undergo revision The appraisal report dated 4914 reflects these changesNATIONAL
ARCHIVES LRC 3(5(2014
Date December 5 2013 Appraiser Scott A Jobson ACNC Agency Department of State
object DAA-0059-20 13-0006
Schedule verview Insular Pass ort Case Files (Puerto Rico) 19111925
The National Archive has long held passport applications completed through March 31 1925 These include those in 059 Entry A1 511 (Insular Passport Applications 1901-1911) and RG 059 Entry A1 539 (In lar Passport Applications for Residents of Puerto Rico and the Philippines 1913-1925) TH se two series consist primarily of applications for residents of insular possessions applying fo US Passports at one of the offices in the continental United States or at a US consulate abro However applications filed in the insular possessions themselves may also be referred to insular passport applications
Included in RG 059 Entry A1 542 (Pass ort Applications Filed at US Territories and Possessions 1907-1925) are the duplicate rsions of passport applications 257 through 8327 filed in Puerto Rico from 1908 through 1924 pplicants filing for US Passports in insular possessions such as Puerto Rico completed two eparate but identical applications What were referred to as the duplicate applications where sen back to Washington DC on a quarterly basis while the originals where maintained in the insular
However the records from Puerto Rico in RG 059 Entr 42 are incomplete with several individual applications missing such as 320 556 and 7 as well applications 4285 through 4628 inclusive In addition this entry does not include passp rt applications filed in Puerto Rico between January 1 1925 and March 31 1925
Currently there are passport records stored at the Washington Nation under transfer W059-78-0061 that include passport applications file middot Puerto Rico that date from 1911 through 1969 Inspection ofthe records dating from 1911 thro h March 31 1925 revealed them to be the original versions of applications filed in Puerto Ric The records are arranged numerically by passport application number and are unbound and ar tared in boxes 1 through 13 and the first folder ofbox 14 These applications are numbered 553 rough 8410 and appear to be complete with no gaps or missing applications
NATIONAL ARCHIVES and
RECORDS ADMINISTRATION
8601 ADELPH l ROAD
COLLEGE PARK MD 20740-6001
www archivesgov
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
including other supporting documents
Overall Recommendation I recommend approval of the attached schedule
Accessioning the passport case files dating from 1911 through March 31 1925 from transfer W059-78-0061 would allow the National Archives to capture a complete run of original records
fr this time period including 429 passports applications that are currently missing from their dup ate version of these records
In additi there is no current disposition authority that covers the records described on this schedule e passport records currently held by the National Archives dating through March 31 1925 where cessioned as a direct offer Therefore the records from this time period from transfer W05 78-0061 are currently unscheduled
At this time the re aining records of this transfer will remain scheduled under their current authority NC 1-059- -012 item 2B (Passport and Citizenship Case Files 1925-1970)
APPRAISAL
Item 0001 Insular Pass
Original versions of passport app middotcations 553 through 8410 filed in Puerto Rico dating from January 27 1911 to March 31 192
Proposed Disposition Permanent Appropriateness of Proposed Dispositi Appraisal Justification
bull High potential research value bull Related to other permanent records e basic files of the Passport Division oft11e
Department of State from 1906 throug arch 31 1925 have been accessioned since 1947 under Job No 447-304 These reco s are also included on accession Job No NN-370-2 and include
1 RG059EntryA1511 (InsularPassp Applications 1901-1911) 2 RG 059 Entry A 1 539 (Insular Passpo pplications for Residents of Puerto
Rico and the Philippines 1913-1925) 3 RG 059 Entry AI 542 (Passport Applicatio
Possessions 1907-1925) Adequacy of Proposed Transfer Instructions Appropriate Media Neutrality Not Requested
Digitally signed by Scott A Jobson middot ON cn=Scott A JobsonScott A
o=Permanent Records Capture Section ou=ACNC email=scottjobsonnaragov c=US Date 20140306130737 -0500 Jobson
Scott A Jobson Appraiser
Filed at US Territories and
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913 ~~------~--~----
Date Received 11 92Q13 Date Due 112513
TO SHU Core Team MemberOther SHU (email) meg hanmiddot ryannaragbV
Return to ACNR Contact (email) SCOttjObSOnnaragOV
Phone Number 7-2977 Room______~~----------------~--~------------------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR one specific accession at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear YesD No[]
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item YesD NoDNA Ill 4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA tJ Yes[] NoD
9 Are related finding aidsindexes on schedule NAD YesD No[]
10 Additional commentssuggestions NA D Yes[] NoD
Contact (email) __________________DcoreOther SHU wishes to participate in appraisal visit
DCoreOther SHU WAIVES Review IllCoreOther SHU Wants to Review Appraisal middot [optional to answer 1-9 above] [must answer 1-9 above]
Digitally signed by Meghan Ryan
Meghan Ryan Guthorrimiddot~thornSignature Field _ _ middot-Date 2o13112o 143047-osmiddotoomiddot Date 11202013
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull
Date November 20 2013
To Scott Jobson ACNP
From Meghan Ryan Guthom RDTP
Subject DAA-0059-20 13-0006
Please also see the Initial Review Form
Before RDTP can sign off on this schedule the following issues and questions must be addressed
Why are only some ofthe boxes in this accession be scheduled
What are the correct inclusive dates The schedule says 1911-1925 but ARCIS says 1969shy1969
How does those records relate to those already in the National Archives RG 59 Entries A 1-511 -539 and -542 Do they duplicate or supplement those records
MEGHAN RYAN GUTHORN Archivist National Archives and Records Administration Researcher Services (Textual Accessioning)
NiTIOLmiddot1 iRCIIIVES a11d
RECl)R llS 1 DM IN I ST IZATION
fiiQl iLlEIII-11 IZOLl
COLI FCiF ltllK v1) 70740-(1)01
w II Ilt arch ivcltgov
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull --------------------
INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0006 Date Sent 11913
Date Received 1192013 Date Due 112513
TO SHU Core Team MemberOther SHU (email) rUSSellloisellenaraQOV
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 Room____________________ ----~------------~--------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear Yes[] NoD
2 Series descriptions adequate and clear Yes[] NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item _ NA Ill YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues Yes[] NoD
5 Are proposed dispositions appropriate Yes[] NoD
6 Are proposed disposition statements clear Yes[] NoD
7 Is age of transfer for permanent records acceptable Yes[] NoD
8 VolumeDate span information present NA [] YesD NoD
9 Are related finding aidsindexes on schedule NA [] YesD NoD
10 Additional commentssuggestions NA [] YesD NoD
l russellloisellenaragovon ac ema11__________________________OcoreOther SHU wishes to participate in appraisal visit C t t (
ocoreOther SHU WAIVES Review lf CoreOther SHU Wants to Review Appraisal [optional to answer 1-9 above) [must answer 1-9 above)
Digllally s1gned by Scott E RoleyON co=Scott E Roley o=NARA ou=AFO
ld 0 emailscottroleynaragov c=US SCott E Ro I eySignature F1e _ oon111506_ bullosmiddotoomiddot Date________________
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-2013-0006 Date Sent 11913 --------~~------~
Date Received 11913 Date Due 112513
TO SHU Core Team MemberOther sHu (email) lynngoodsellnaragov
Return to ACNR Contact (email) SCOttjObSOnnaraQOV
Phone Number 7-2977 --------------------------- Room__~------~---------
This schedule is one in the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Ass ista rice
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesO NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesD NoD
8 VolumeDate span information present NA D YesD NoD
9 Are related finding aidsindexes on schedule NAD YesO NoD
10 Additional commentssuggestions NAD YesO NoD
Contact (email) ________________________OcoreOther SHU wishes to participate in appraisal visit
II ICoreOth~r SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
[optional to answer 1-9 above] [must answer 1-9 above]
OQIIallysigr~ed by LynnA Goodsell
Lynn A Good Se IIONmiddot cnLynnA Goodsello=RDERouEiectromc Records middot bull middot Reerence Services email=l)lf1ngoodsellnarago c=US Date 111313Signature Field middot middot 0 middotomiddotw
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull INITIAL REVIEW FORM
Job Number DAA-0059-20 13-0007 Date Sent 11913 --~------~-------
Date Received Date Due 112513
TO SHU Core Team MemberOther SHU (email) marthamutphynaragov
Return to ACNR Contact (email) SCOUjObSOnnaragOV
Phone Number 7-2977 Roommiddot----------------~-------------~----~~------~
This schedule is one ih the larger Passport Reappraisal Project The schedule covers ACNR specific accessions at WNRC Comments Request for Assistance
Results of Initial Review Provide additional commentssuggestions for any No answers on a separate attachment
Refer to questions by number
1 Organization(s) creating the records is clear YesD NoD
2 Series descriptions adequate and clear YesD NoD
3 Do big bucket items or supplemental information (crosswalk) clearly spell out all the
records covered by each item NA D YesD NoD
4 Does schedule or supplemental information (crosswalk if big bucket schedule) provide adequate information on format and media issues YesD NoD
5 Are proposed dispositions appropriate YesD NoD
6 Are proposed disposition statements clear YesD NoD
7 Is age of transfer for permanent records acceptable YesO NoD
8 VolumeDate span information present NAD YesD NoD
9 Are related finding aidsindexes on schedule NAD YesD NoD
10 Additional commentssuggestions NAD Yes[] NoD
DcoreOther SHU wishes to participate in appraisal visit Contact (email) __middot-----------------------~
I CoreOther SHU WAIVES Review DCoreOther SHU Wants to Review Appraisal
middot [optional to answer 1-9 above] [must answer 1-9 above] middot
Digitally signed by Martha Murphy
Marth a MUrphY DN on~Mrth Mocphy o~Spoobulll FOIA bull 1 d ou=RD-F email=martha murphynaragov c=US Signature Fie oo1311121L5258-0500 Date November 12 2013
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull Re Initial Review DAA-0059-2013-0007 1
Martha Murphy ltmarthamurphynaragovgt Tue Nov 12middot 2013 at 11 53 AM To Lisa Clavelli ltlisaclavellinaragovgt Cc Jobson Scott ltscottjobsonnaragovgt
Again since there are no access issues here I will defer to my colleagues in Ron this one
On Sat Nov 9 2013 at 1128 AM Lisa Clavelli ltlisaclavellinaragovgt wrote Please find attached the Initial Review SHU form for job number DAA-0059-2013-0007 Passport Correspondence ( 1906-1925)
This is the second schedule of the larger Passport Reappraisal Project being led by Scott Jobson ACNC Scott will be in attendance at our next Bi-Weekly SHU Meeting November 13th to discuss
Lisa R Clavelli Supervisor Appraisal Team 2 Records Management Services
Martha Wagner Murphy Chief Special Access and FOIA National Archives at College Park
tg Initial Review Form_RDF (2)pdf 136K
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bullNATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
Request for Records Disposition Authority
DAA-0059-2013-0006
Appraiser Working Version
Department of State
General Records of the Department of State
Major Subdivsion
Major Subdivision Bureau of Consular Affairs
Minor Subdivision Passport Services (PPT)
Schedule Subject Insular Passport Case Files (Puerto Rico) 1911-1925
Internal agency concurrences will be provided
Background Inform-ation
Item Count
Number of Total Disposition Number of Temporary Number of Withdrawn Items Disposition Items Disposition Items Disposition Items
1 1 0
GAO Approval
Electronic Records Archives Page 1 of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedule DAA~059-2013-0006
middotne of Records Schedule Items for DAA-0059-2013-0006
Insular Passport Case Files (Puerto Rico) 1911-1925 Disposition Authority Number DAA-0059-2013-0006-0001
Electronic Records Archives Page 2 of6 PDF Created on 08272013
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
ecords Schedule Items
Insular Passport Case Files (Puerto Rico) 1911-1925
Disposition Authority Number DAA-0059-2013-0006-0001
Consist of passport applications with photograph attached applications for amendment or extension of passports and related correspondence This schedule
plies only to the passports records stored at WNRC in the transfer listed below 9-78-0061 (Boxes 1-14)
Permanent
Pending
No
Applies only to paper records
Do any of the reco s covered No by this item current xist in electronic format(s) ot r thaneshyrnail and word processin
Disposition Instruction _
Transfer to the National Archives immediately after for Accessioning chedule is approved
Additional Information
First year of records accumulation
End year of records accumulation 1925
What will be the date span of the initial transfer of records to the National Archives
How frequently will your agency Unknown transfer these records to the National Archives
Annual Accumulation
ElectronicDigital
Paper 14 Cubic feet
Microform
Electronic Records Archives Page 3_ of 6
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Request for Records Disposition Authority Records Schedule DAA-0059-2013-0006
IHardcopy or Analog Special Media
Electronic Records Archives Page 4 of6 PDF Created on 08272013
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
bull bull AND RECORDS ADMINISTRATION
Records Schedule DAA-0059-2013-0006
certify that I am authorized to act for this agency in matters pertaining to the disposition of its records and that the records propos for disposal in this schedule are not now needed for the business of the agency or will not be needed after the retention periods s cified
NATIONAL ARCHIVE~ Request for Records Disposition Authority
Date By
08222013 Tasha Thian
Electronic Records Archives Page 5 of 6
Title Organization
Agency Records Off AGIS - AGISIPSRA icer
Top Related