District of Columbia Administrative Code

1507 REMOVAL OF RECORDS FROM AGENCY CUSTODY 1507.1 Upon request by the Administrator, custodians of public records shall submit written justifications for the continued maintenance of specific series of records within the agency. Justifications shall include one or more of the fo…

1508 THE DISPOSITION OF PUBLIC RECORDS 1508.1 Until such time as the Administrator has issued new guidelines, agencies shall follow the principles, standards, and procedures set forth in the Records Management Handbook entitled The Disposition of Federal Records. 1508.2 Each agen…

1509 GENERAL RECORDS SCHEDULES 1509.1 General Records Schedules shall provide disposition instructions for records common to more than one (1) District agency. Such schedules shall be developed by the Archivist and approved by the Administrator and the Committee. 1509.2 Once adop…

1510 DISPOSAL LISTS 1510.1 Until updated General Records Schedules for the District have been issued, agencies shall comply with the terms of D.C. Schedule 40, sections 1 through 8 and sections 10 through 31. 1510.2 Agencies may request, on a form specified by the Administrator, …

1511 WITHDRAWAL OF DISPOSAL AUTHORITY 1511.1 In an emergency or in the interest of efficient government operations, the Administrator may submit a request to withdraw disposal authorizations in an approved schedule to the Committee for its review and approval. This withdrawal may…

1512 TEMPORARY EXTENSION OF RETENTION PERIODS 1512.1 Disposition instructions in an approved agency Records Retention Schedule or General Records Schedule shall be mandatory. Records approved for disposal shall not be maintained longer without the prior written approval of the Co…

1513 DESTRUCTION OF RECORDS 1513.1 Paper records to be destroyed shall, unless restricted, or whenever practicable, be sold as wastepaper and the wastepaper contractor shall be required to pulp, macerate, or shred the records. If the records are restricted by laws or regulations …

1514 TRANSFER OF RECORDS FROM THE CUSTODY OF ONE AGENCY TO ANOTHER 1514.1 No records shall be transferred from the custody of one agency to another without the prior written approval of the Administrator. 1514.2 The head of any agency may request the transfer of records to or fro…

1515 RECORDS OF TERMINATED AGENCIES 1515.1 The disposition of records of terminated agencies is subject to all the provisions of this chapter. Agencies being terminated shall notify the Administrator of that fact and request guidance in planning the appropriate disposition of the…

1516 TRANSFER OF RECORDS TO A RECORDS CENTER OR OTHER APPROVED STORAGE FACILITY 1516.1 The Administrator shall issue instructions for the transfer of records to a records center or other approved depository in accordance with this chapter. 1516.2 Any agency may transfer records t…

1517 TRANSFER OF RECORDS TO THE ARCHIVES 1517.1 Records listed as permanent on an approved schedule or Disposal List shall be offered to the Archives at the time specified in the schedule or list. 1517.2 Agencies and the Records Center shall submit to the Archivist on a form spec…

1518 RECORDS IN THE DISTRICT RECORDS CENTER OR OTHER APPROVED STORAGE FACILITY 1518.1 Agency records that are accepted for storage by the Records Center or other approved storage depository shall be considered to be under the jurisdiction of the agency which transferred the recor…

1519 REPRODUCTION OF RECORDS IN THE DISTRICT RECORDS CENTER 1519.1 The Records Manager shall establish procedures for the reproduction of records in the Records Center. 1519.2 The Records Manager shall prohibit the copying of a record by any method that might result in damage to …

1520 AUTHENTICATION OF REPRODUCTIONS IN THE DISTRICT RECORDS CENTER 1520.1 The Records Manager may authenticate and attest copies of records in the Records Center, which shall have the same evidentiary value as those authenticated by the Administrator. 1520.2 The Records Manager …

1521 RECORDS OR DONATED HISTORICAL MATERIALS IN THE ARCHIVES 1521.1 Upon accessioning into the Archives, jurisdiction over the records shall pass from the agency that created, maintained, or received the records, to the Archives. 1521.2 The Archivist shall be responsible for the …

1522 RESTRICTIONS ON THE USE OF RECORDS IN THE ARCHIVES 1522.1 The use of records in the Archives shall be subject to restrictions prescribed by statute or court order, and to restrictions imposed by the agency which transferred the records or by the donor of historical materials…

1523 REPRODUCTION AND AUTHENTICATION OF RECORDS IN THE ARCHIVES 1523.1 The Archivist shall establish procedures for the reproduction of records in the Archives. 1523.2 The Archivist shall prohibit the copying of a record by any method that might result in damage to the document. …

1524 LOANS OF RECORDS FROM THE ARCHIVES 1524.1 The Archivist may loan records from the Archives to the agency that created or transferred the records subject to the following conditions: (a) The Archivist shall not loan documents of high intrinsic value; (b) The Archivist shall n…

1525 DEACCESSIONING OF RECORDS IN THE ARCHIVES 1525.1 The Archivist shall review and reappraise records in the Archives to ensure that they are of enduring value and merit long-term preservation. 1525.2 Those records reappraised and found not worthy of continued preservation may …

1526 LIBRARY OF GOVERNMENTAL INFORMATION 1526.1 The Chief of the Library shall establish and issue procedures and standards for the use of Library material in a research room or elsewhere. 1526.2 The Chief of the Library shall not impose restrictions on access to or examination o…

1527 REPRODUCTION OF LIBRARY MATERIALS 1527.1 The Chief of the Library shall establish procedures for the reproduction of Library material. 1527.2 The Chief of the Library shall prohibit the copying of Library material by any method that might result in damage to an item. 1527.3 …

1528 DISPOSAL OF LIBRARY MATERIALS 1528.1 The Archivist may request that disposable material in the Library collection be transferred to the Archives. 1528.2 The Chief of the Library may loan or sell other materials not needed by the Library to governmental bodies, private nonpro…

1529 MICROGRAPHICS 1529.1 Agencies shall obtain prior written approval from the Administrator for the microcopying of agency records and for the purchase or lease of microreproduction equipment. 1529.2 Agencies shall request approval in a form specified by the Administrator at le…

1530 DISTRIBUTION OF MICROCOPIES 1530.1 Unless otherwise specified by the Administrator, agencies shall transfer the silver halide master microcopy of records scheduled to be retained ten (10) years or longer to the Records Center or other storage facility approved by the Adminis…

1531 DESTRUCTION OF RECORDS AFTER MICROCOPYING 1531.1 The Administrator shall approve the destruction of records after they have been microcopied. 1531.2 Sixty (60) days prior to the planned destruction, agencies shall submit to the Administrator, in a form specified by the Admin…

1532 USE AND STORAGE OF MICROCOPIES 1532.1 The master microcopy of permanent records and of temporary records having a retention period of ten (10) years or longer, shall not be used for reference purposes. 1532.2 Duplicate copies shall be used for reference purposes and for furt…

1533 ESSENTIAL RECORDS 1533.1 The Administrator shall establish and issues guidelines, standards, and instructions for the identification of essential records and their security and preservation. 1533.2 Each agency shall establish an essential records program in accordance with d…

1599 DEFINITIONS 1599.1 For the purposes of this chapter, the following words and phrases shall have the meaning ascribed: Accession - The acts and procedures involved in the transfer of records or papers into the physical custody of the Archives, Records Center, or other deposit…

1600 PURPOSE AND SCOPE 1600.1 This chapter establishes the minimum requirements for implementation of D.C. Law 6-103, the “District of Columbia Residence Doorknob Notice Act of 1985,” which requires the District of Columbia government to leave a notice at a residence whenever it …

1601 THE NOTICE 1601.1 The notice to be left at a residence in accordance with § 1600.2 shall contain the following information: (a) The name of the agency; (b) The name of the division attempting to provide the service; (c) The date and time of the attempt to complete the reques…

1700 GENERAL PROVISIONS 1700.1 This chapter prescribes policies and procedures to be followed by agencies in implementing the District of Columbia Government Quick Payment Act of 1984, D.C. Law 5-164, effective March 15, 1985 (the “Act”), D.C. Code §§ 1-1171 to 1-1176 (1999 Repl.…

1701 DESIGNATED PAYMENT OFFICERS 1701.1 The primary certifying officer for each agency shall serve as the agency’s designated payment officer. 1701.2 The designated payment officer shall be responsible for the following duties: (a) Designate the central receiving point for all in…

1702 PAYMENT STANDARDS 1702.1 Agencies shall make payments as close as possible to, but not later than, the required payment dates specified in § 1707. 1702.2 Agencies shall mail or deliver checks to business concerns on or about the same day that the checks are dated. 1702.3 If …

1703 REQUIREMENTS FOR CONTRACTS 1703.1 Any contract entered into after the effective date of this chapter shall contain the following: (a) Payment due date or dates; (b) Separate payment dates if a contract provides for partial payments for partial execution or deliveries; (c) A …

1704 REQUIREMENTS FOR PROPER INVOICES 1704.1 In order to constitute a proper invoice for payment, an invoice shall contain the following: (a) Name and remittance address of the business concern, and invoice number and date; (b) Contract number or purchase order or other authoriza…

1705 NOTICE OF DEFECTS 1705.1 A designated payment officer shall notify a business concern in writing and within the time periods specified in this section when any error or defect in an invoice or in delivered goods, property or services, or other impropriety would prevent the r…

1706 RECEIVING REPORTS 1706.1 Agency heads shall establish internal procedures to ensure that receipt and acceptance of goods and services are executed promptly. 1706.2 Employees who receive goods and services shall complete receiving reports which shall contain the following inf…

1707 DETERMINATION OF REQUIRED PAYMENT DATE 1707.1 If a contract specifies the date on which payment is due, the required payment date is the date specified in the contract. 1707.2 If a contract does not specify a payment date, the required payment date will be one of the followi…

1708 TIME DISCOUNTS 1708.1 An agency shall not take a time discount, by expediting a payment in exchange for a discount of the amount due, unless it is more economical to expedite payments than to pay on the required date. 1708.2 An agency shall not pay the discounted price if th…

1709 IMPOSITION OF INTEREST PENALTY 1709.1 A business concern shall be entitled automatically to receive an interest penalty payment if the following conditions are met: (a) The business concern has a contract or purchase order for the goods or services provided; (b) The agency h…

1710 CALCULATION OF INTEREST PENALTIES 1710.1 Interest shall be calculated at the rate of one percent (1%) per month. 1710.2 Interest shall be computed from the day after the required payment through the actual payment date. 1710.3 When an interest penalty that is owed is not pai…

1711 PAYMENT OF INTEREST PENALTIES 1711.1 A separate voucher, along with appropriate documentation, shall be prepared for each interest penalty payment. 1711.2 Interest penalty payments shall be charged to an object class set up specifically for interest penalty payments. SOURCE:…

1712 REPORTING REQUIREMENTS 1712.1 Each District agency shall file with the Chief Financial Officer of the District of Columbia a detailed report on any interest penalty payments made during the preceding fiscal year. 1712.2 The report shall include the numbers, amounts and frequ…

1713 CLAIMS Claims for interest penalties which a District agency has failed to pay in accordance with § 1709 may be filed with the Contracts Appeals Board. SOURCE: Final Rulemaking published at 35 DCR 8131, 8138 (November 18, 1988). AUTHORITY: DC-DCMR Unless otherwise noted, the…

1799 DEFINITIONS 1799.1 For purposes of this chapter, the following words and phrases shall have the meaning ascribed: Agency - any office, department, division, board, commission or other agency of the District other than an independent agency required either by law, the Mayor o…