Category: Retention and Scheduling

Standard Form 115

Also known as: SF 115, SF-115, Request for Records Disposition Authority

Simply put

Standard Form 115 (SF 115) is the form that U.S. federal agencies use to ask the National Archives and Records Administration (NARA) to approve their plans for what will eventually happen to their records. The form describes groups of related records and states the intended disposition for each, such as how long they are kept and whether they are ultimately destroyed or transferred to the National Archives. It is a U.S. federal recordkeeping instrument, so its role is specific to that jurisdiction and does not necessarily apply to other governments or the private sector.

Formal definition

Standard Form 115, titled Request for Records Disposition Authority, is the instrument through which U.S. federal agencies submit proposed records disposition schedules to NARA for review and approval. Each SF 115 contains descriptions of record series (groupings of related records) or systems together with the disposition instructions applicable to each, and includes an agency certification by an official authorized to act on records disposition matters. Approved SF 115 submissions establish the disposition authority governing the covered records; disposition here should be understood in its full sense, encompassing eventual destruction as well as transfer to the National Archives for permanent preservation, rather than being limited to destruction alone. Per NARA practice, SF 115 submissions are assigned schedule identifiers, and the specifics of numbering conventions and preparation are governed by NARA guidance. Note that SF 115 is a U.S. federal-specific form; comparable scheduling processes in other jurisdictions or sectors operate under different authorities and formats.

Why it matters

Standard Form 115 is the mechanism that gives U.S. federal records disposition its legal force. In the U.S. federal context, agencies generally cannot destroy or transfer records at will; disposition must be carried out under authority granted by NARA. SF 115 is the vehicle through which an agency proposes its schedules and obtains that authority, which means it sits at the point where an agency's recordkeeping intentions become defensible, sanctioned practice rather than ad hoc decisions. Without an approved disposition authority, records typically must be retained, since destruction absent authorization would fall outside the agency's granted powers.

The form also embodies the full meaning of disposition rather than the narrower notion of destruction. Because an SF 115 states, for each record series or system, whether records are ultimately destroyed after a period or transferred to the National Archives for permanent preservation, it is one of the instruments through which decisions about the nation's permanent documentary record are made. This dual role is significant: the same submission that authorizes eventual disposal of transitory or short-term records may also commit records of enduring value to permanent archival custody.

The agency certification element reinforces accountability. Each SF 115 includes a certification by an official authorized to act for the agency in matters pertaining to the disposition of its records. This ties proposed disposition to a responsible, authorized signatory, supporting the auditability and defensibility of downstream disposition actions. Professionals should note, however, that SF 115 is specific to the U.S. federal government; comparable scheduling and approval processes exist elsewhere but operate under different authorities and formats.

Who it's relevant to

U.S. federal agency records officers

Records officers and disposition staff in federal agencies are the primary preparers of SF 115. They identify record series or systems, draft the disposition instructions, and coordinate the agency certification. A working knowledge of the form and of NARA's preparation and numbering guidance is central to obtaining valid disposition authority for their agency's records.

NARA appraisal and scheduling staff

Staff at the National Archives and Records Administration review submitted SF 115 requests, appraise the proposed dispositions, and approve or return them. They also administer the assignment of schedule identifiers. The form is the standard interface between agencies and NARA for establishing disposition authority.

Agency officials authorized to certify disposition

Because each SF 115 requires certification by an official authorized to act for the agency in matters pertaining to the disposition of its records, senior agency officials in that role have a direct stake in the form. Their certification connects proposed disposition to accountable authorization within the agency.

Records and information governance professionals outside U.S. federal government

For records managers and information governance practitioners in other jurisdictions or in the private sector, SF 115 is useful chiefly as a reference model for formal, authority-based disposition scheduling. Its concepts, describing record series, stating full disposition including transfer for permanent preservation, and requiring authorized certification, can inform comparison, but the form itself and its approval process are specific to U.S. federal recordkeeping and do not apply directly elsewhere.

Inside SF 115

Request for Records Disposition Authority

SF 115 is the form historically used by United States federal agencies to request authority from the National Archives and Records Administration (NARA) to dispose of records, whether by destruction after a set period or by transfer to the National Archives for permanent preservation. Its purpose is to establish a legally sanctioned basis for disposition rather than to serve as a general records inventory.

Description of records

The form typically requires a description of the records series or systems covered, sufficient to identify what is being scheduled and to allow the reviewing archives to assess the records' value. The description supports appraisal but is distinct from a full item-level listing.

Proposed disposition instructions

The request sets out the proposed treatment for the records, which may include destruction after a specified retention period or transfer to permanent archival custody. It is important to note that disposition here encompasses both destruction and permanent preservation, not destruction alone.

Appraisal and approval process

SF 115 functions within an appraisal workflow in which the archival authority reviews the request and either approves, modifies, or rejects the proposed disposition. Approved authorities generally form part of an agency's records schedule.

Jurisdictional scope

SF 115 is specific to the United States federal recordkeeping context and NARA's authority. Practitioners should treat it as a national instrument; equivalent scheduling and disposition-authorization mechanisms differ across other jurisdictions and sectors.

Common questions

Answers to the questions practitioners most commonly ask about SF 115.

Does submitting an SF 115 mean the records will be destroyed?

Not necessarily. SF 115 is a request for authority to dispose of records, and disposition is broader than destruction. Depending on the schedule proposed and approved, records may be authorized for eventual destruction, or they may be identified for transfer to permanent preservation. The form is a mechanism for establishing approved disposition, not exclusively a request to destroy.

Is completing an SF 115 the same as scheduling records internally within an agency?

It is related but distinct. Internal scheduling reflects an agency's own recordkeeping decisions, whereas SF 115 is the instrument through which an agency seeks external authorization for the disposition of records. Approval of the form is typically required before the proposed disposition authority takes effect, so internal scheduling and formal authorization are separate steps in the process.

Who within an agency is typically responsible for preparing an SF 115?

Responsibility commonly rests with records management staff, such as an agency records officer, who work with program offices that create and hold the records. Because the form describes records and proposes disposition, its preparation generally depends on input from those familiar with the records' content, business function, and value. Specific roles and internal review steps depend on agency policy.

What information does an SF 115 generally need to describe about the records?

The form typically calls for a description of the records covered, information about the function or activity they document, and the proposed disposition, including retention periods where applicable and whether records are proposed as permanent or eligible for destruction after a set period. The level of detail expected can vary, and agencies should follow current guidance for exact content requirements rather than assume a fixed format.

What happens after an SF 115 is submitted for approval?

After submission, the proposed disposition authority is subject to review before it can be applied. Approval is generally required before the records may be disposed of under the terms proposed. The review may result in acceptance, requests for revision, or changes to proposed retention or disposition. Agencies should not act on unapproved disposition authority; the specific review workflow depends on applicable procedures.

How does an approved SF 115 relate to an agency's records retention schedules?

Once approved, the disposition authority established through SF 115 typically becomes the basis for the retention and disposition instructions the agency applies to the covered records. In practice this means the approved authority informs the agency's schedules, which staff then use to identify when records are eligible for the authorized disposition. Ongoing compliance depends on applying that authority consistently and revisiting it when records or functions change.

Common misconceptions

SF 115 authorizes only the destruction of records.

Disposition is broader than destruction. An approved SF 115 may authorize destruction after a retention period or the transfer of records to permanent archival custody. Treating the form solely as a destruction instrument overlooks its role in identifying records of enduring value for preservation.

SF 115 is a records inventory or retention schedule in itself.

The form is a request for disposition authority. While its approved contents typically inform an agency's records schedule, it should not be confused with a comprehensive inventory of holdings or with the operational retention schedule that governs day-to-day recordkeeping.

SF 115 processes apply to records management generally, across organizations and countries.

SF 115 is tied to the United States federal context and the reviewing role of the national archives. Other jurisdictions and non-federal organizations use different mechanisms to authorize disposition, so the form should not be presented as a universal standard.

Best practices

Describe records series clearly and at a level of detail sufficient to support appraisal, so the reviewing archival authority can properly assess the records' value.

Specify proposed disposition explicitly, distinguishing whether records are to be destroyed after a defined retention period or transferred for permanent preservation.

Treat an approved disposition authority as the defensible basis for action, and align it with the agency's operational records schedule rather than relying on informal practice.

Do not carry out destruction or transfer until the requested authority has been reviewed and approved through the established appraisal process.

Recognize the jurisdictional scope of SF 115 and avoid applying its process to records outside the United States federal context without identifying the appropriate equivalent mechanism.

Retain documentation of approved disposition authorities so that lifecycle decisions can be evidenced and audited over time.