5 FAH-4 H-400
RECORDS REFERENCE AND RETRIEVAL
5 FAH-4 H-410
RETRIEVAL PROCEDURES
(CT:RMH-28; 06-16-2023)
(Office of Origin: A/GIS/IPS)
5 FAH-4 H-411 GENERAL
(CT:RMH-10; 04-13-2010)
The procedures presented in this handbook implement the policy in 5 FAM 400, Records Management. It provides instructions to Department employees on how to request records.
5 FAH-4 H-412 REQUESTING RETIRED RECORDS
(CT:RMH-28; 06-16-2023)
a. To recall your office’s retired records, contact the Records Service Center (RSC), Records and Archives Management Division, Office of Information Programs and Services, Bureau of Administration (A/GIS/IPS/RA/RSC). Complete the records retrieval request form available on the OpenNet Records Management website. Submit the records retrieval request form to the RSC via email at RetiredRecords@state.gov. The records should be clearly identified by the lot and box number found on Form DS-693, Records Retirement Transmittal, which documents the records retirement.
b. Records may be reviewed and/or copied at SA-2. After the records review is complete, notify the RSC for box pick-up and return. Returned retired records must be in the same folder order as received. Direct questions to RetireRecords@state.gov.
c. The Bureau of Human Resources, Records Information Management Division (GTM/EX/ADM/RIM) responds to requests for personnel records stored at the National Personnel Records Center in St. Louis, MO. (Note: contact the Bureau of Medical Services (MED) directly for personal medical records.)
d. Refer requests for Office of Inspector General documents, reports, or other information directly to the Office of Inspector General, Office of General Counsel (see 1 FAM 058, paragraph g).
e. Refer requests for passport or visa records to the Bureau of Consular Affairs (CA/PPT or CA/VO).
5 FAH-4 H-413 REQUESTING SEARCH OR RETRIEVAL SERVICES
(CT:RMH-10; 04-13-2010)
The Diplomatic Research Service in the Office of Information Programs and Services (A/GIS/IPS/DRS) provides document retrieval for records stored in the State Archiving System (SAS), retired records stored at the Records Service Center (RSC), and the Washington National Records Center (WNRC). Forward a request in writing via email to DiplomaticResearch@state.gov to request research or records retrieval. Clearly identify the information requested by providing as much data as possible, such as date range, subject, TAGS/Terms, and signatories or authors.
5 FAH-4 H-414 THROUGH H-419 UNASSIGNED