How to Fill Form 135

What is standard form 135?

Standard Form 135, often referred to as SF 135, is a document used primarily for record management within federal agencies. It serves as a request for the disposition of records, detailing how long certain records should be retained and when they can be destroyed. This form is essential for ensuring compliance with federal regulations regarding the management of public records, making it a crucial tool for transparency and accountability in government operations.

Key elements of standard form 135

The SF 135 includes several important components that help agencies manage their records effectively. Key elements consist of:

• Agency Information: Details about the agency submitting the form, including name and address.
• Record Series Title: A description of the records being addressed.
• Retention Schedule: Specifies how long records should be kept before they can be disposed of.
• Disposition Instructions: Guidelines on how to dispose of records, whether through destruction or transfer to the National Archives.
• Signature of Authorizing Official: A signature confirming that the request has been reviewed and approved by the appropriate authority.

Steps to complete standard form 135

Filling out Standard Form 135 involves a series of steps to ensure accuracy and compliance. Here’s a straightforward guide to completing the form:

1. Gather Necessary Information: Collect details about the records, including their titles and retention periods.
2. Fill in Agency Details: Enter the name and address of the agency submitting the form.
3. Describe Record Series: Clearly outline the nature of the records and their purpose.
4. Specify Retention Period: Indicate how long the records will be retained.
5. Provide Disposition Instructions: Detail the methods for disposing of the records once the retention period has expired.
6. Obtain Necessary Signatures: Ensure that the form is signed by the appropriate authorizing official.

Legal use of standard form 135

The legal use of Standard Form 135 is governed by federal regulations that mandate the proper management of records. Compliance with these regulations is crucial for agencies to avoid legal repercussions. The form helps agencies document their record retention policies, ensuring that they adhere to laws such as the Federal Records Act. This legal framework supports transparency and accountability, as it ensures that records are maintained and disposed of in accordance with established guidelines.

How to obtain standard form 135

Standard Form 135 can be obtained through various channels. It is typically available on the official websites of federal agencies that manage records. Additionally, the form can often be found in government printing offices or through the National Archives and Records Administration (NARA). Agencies may also provide internal access to the form for their employees through internal document management systems.

Digital vs. paper version of standard form 135

Standard Form 135 is available in both digital and paper formats. The digital version allows for easier distribution and completion, facilitating quicker processing. Digital forms can be filled out electronically, reducing the likelihood of errors and improving efficiency. However, some agencies may still prefer the traditional paper version for record-keeping purposes. Both formats serve the same legal function, but the choice between them may depend on the agency's policies and technological capabilities.