DESCRIPTION OF ITEM

(With Inclusive Dates of Retention Periods)

 1

Approved Request For Record Disposition Authority

On January 24, 1978, as a result of a USDA reorganization, the former Agricultural Research Service (ARS), Cooperative State Research Service (CSRS), Extension Service (ES), and the National Agricultural Library (NAL) were consolidated into one Agency--The Science and Education Administration (SEA). In addition, SEA was assigned new program responsibilities contained in the National Agricultural Research, Extension, and Teaching Act of 1977. SEA's basic mission is to improve the nationwide effectiveness of research, extension, and teaching in the food and agricultural sciences.

Further USDA organization changes were made in 1979, which transferred those functions, responsibilities and delegations of authority related to science and education from the Assistant Secretary for Conservation, Research, and Education, to the Director of Science and Education. Effective July 20, 1979, the Director of the Science and Education Administration reports directly to the Secretary of Agriculture. (See the attached Secretary's memorandum No. 1993, dated July 23, 1979.)

This schedule covers administrative and certain program schedule covers administrative and certain program records of SEA. Disposal authority for records series not covered in this schedule will be requested from NARS on supplemental requests.

a. Correspondence, reports, and related material signed or originated by the SEA Management Team which document the functions and activities of SEA. Files include material pertaining to program planning, and other activities of a precedent-setting, policy-forming nature that apply specifically to SEA in connection with Federal, State, and industrial institutions; trade associations, universities; public and private laboratories; private companies; other nonresearch groups, and foreign countries. Files are arranged alphabetically by subject-numeric filing scheme. Excludes housekeeping files covered in Item lb.

Creating Office or to FARC Office of Director's Central File, which-ever is applicable.

Creating Office or Office of Director's Central File, which-ever is applicable.

Creating Office or Office of Director's Central File, which-ever is applicable.

Volume on hand: 18 cubic feet

Records containing condensed information on the specialties of the office or the individual, including aids such as extra copies of correspondence, bibliographies, card indexes, translations, and related material.

All Offices:

ACCOUNTABLE OFFICERS' FILES

a. Original or ribbon copy of accountable officers' accounts maintained for site audit by GAO auditors, consisting of statements of transactions, statements of accountability, collection schedules, collection vouchers, disbursement schedules, disbursement vouchers, and all other schedules and vouchers, exclusive of freight records or payroll records. Site audit records include, but are not limited to, the Standard Forms listed below, as well as equivalent SEA or USDA forms used to document the basic financial transactions described above.

SF 224, Statement of Transactions

SF 1034, Public Voucher for Purchases and Services Other Than Personal

SF 1036, Statement of Certificate and Award

SF 1047, Public Voucher for Refunds

SF 1069, Voucher for Allowance at Foreign Posts of Duty

SF 1080, Voucher for Transfer Between Appropriations and/or Funds

SF 1081, Voucher and Schedule of Withdrawals and Credits

SF 1096, Schedule of Voucher Deductions

SF 1097, Voucher and Schedule to Effect Correction of Errors

SF 1098, Schedule of Canceled Checks

SF 1113, Public Voucher for Transportation Charges

SF 1114, Bill of Collection

SF 1114A, Official Receipt

SF 1114B, Collection Voucher

SF 1129, Reimbursement Voucher

Item la

SF 1143, Advertising Order

SF 1145, Voucher for Payment Under Federal Tort Claims Act

SF 1154, Public Voucher for Unpaid Compensation Due a Deceased Civilian Employee

SF 1156, Public Voucher for Fees and Mileage of Witness

SF 1166, Voucher and Schedule of Payments

SF 1185, Schedule of Undeliverable Checks for Credit to Government Agencies

SF 1218, Statement of Accountability (Foreign Service Account)

SF 1219, Statement of Accountability

SF 1220, Statement of Transactions According to Appropriation, Funds,& Receipt Accounts

SF 1221, Statement of Transactions According to Appropriation, Funds, and Receipt Accounts (Foreign Service Account)

Financial-Management Division:

Item 1b

Financial Management Division:

Records relating to availability, collection, custody, and deposit of funds including correspondence, appropriation warrants and certificates of deposit (SF 201, 209, and 219), other than those records covered by Item 3 of this Schedule.

Financial Management Division:

a. Correspondence, reports, and other data relating to the development and implementation of policies, plans, standards, and procedures for accounting and financial management in SEA, not covered elsewhere in this Schedule.

(1) Financial Management Division:

(2) Other Offices:

Destroy when 3 years old or when superseded or obsolete whichever is later.

All Offices:

Item 5b

Item 5a

a. Official copies of the bond and attached powers of attorney, with related correspondence.

(1) Bonds purchased prior to January 1, 1956.

Item 6a(l)

Financial Management Division:

(2) Bonds purchased after December 31, 1955.

Financial Management Division:

Financial Management Division:

Item 2

Financial Management Division:

Copies of certificates of settlement of accounts of accountable officers, statements of differences, and related records, including correspondence.

a. Certificates covering closed account settlements, supplemental settlements, and final balance settlements.

Item 3a

Financial Management Division:

Financial Management Division:

Hard copies of sales tickets filed in support of paid invoices for credit card purchases of gasoline.

Item 7

Financial Management Division:

Originals and copies of toll tickets filed in support of telephone toll call payments.

Financial Management Division:

Originals and copies of telegrams filed in support of telegraph bills

Financial Management Division:

Records maintained by Imprest Fund Cashiers, verifiers, and auditors pertaining to payments from imprest funds. Includes: SF-211, Request for and Designation of Cashier; SF-1129, Reimbursement Voucher; SF-1164, Claim for Reimbursement for Expenditures on Official Business; SF-1165, Receipt for Cash--Subvoucher; SF-1191, Request for Change in imprest Fund; AD-358, Verification of Imprest Cash; AD-359, Cashier Account Audit; AD-615, Application for Advance of Fund; AD-661, Cashier Subvoucher Register; Unnumbered form--Application for Advance of Fund Log.

Imprest Fund Cashiers, SEA auditors and verifiers:

AUDIOVISUAL RECORDS

Audiovisual records and related files created by or for SEA, and predecessor agencies, as well as those acquired during the course of business. Audiovisual records over 30 years old must be offered to the, National Archives and Records Service before applying the disposition instructions contained in this Schedule

NOTE: All audiovisual records not covered in this

Schedule which are considered to have potential research, legal, or historical value should be brought to the attention of the AOD or Regional Records Management Officers who will initiate a request for an appropriate disposition authority from NARS.

a. Still photography, including slide sets, filmstrips glass negatives, and lantern slides.

Black and White Photography: The original negative and a captioned print.

Color photography: The original color transparency or color negative, a captioned print, and an internegative if one is available.

Other still pictorial records: The original and a reference print of each.

(1) Still photography shot for inclusion in SEA publications at headquarters and field levels, such as Agricultural Research. Newsmakers, Extension Review, Special Reports, and similar publications.

Information Staffs:

(2) Still photography relating to significant research activities, progress of studies, surveys, new technology, and not covered elsewhere in this Schedule.

Office of Primary Responsibility:

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

(8) Duplicate items (in excess of those elements, required for preservation, duplication, and reference by 41 CFR 101-4. 11-4.)

All Offices:

All Offices:

All Offices:

(1) Agency sponsored films: the original negative or color original plus separate sound track, an intermediate master positive or duplicate negative plus optical sound track, and a sound projection print or a 3/4 inch videocassette copy;

Acquired films: two projection prints or one projection print and a 3/4 inch videocassette copy;

Unedited footage: the original negative or color original, work print, and an intermediate master positive or duplicate negative if one exists, appropriately arranged, labeled, and described.

PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use.

(2) SEA-sponsored television news releases and information reports.

All Offices:

All Offices:

Originating Office:

(5) Stock footage, outtakes and trims created during the course of a SEA-sponsored production.

All Offices:

Office of Primary Responsibility:

All Offices:

Office of Primary Responsibility:

(9) Films acquired from outside sources for personnel and management training.

All Offices:

(10) Films acquired from outside sources for personnel entertainment and recreation.

All offices:

Personnel offices:

All offices:

All Offices:

All Offices:

All Offices:

(1) SEA-sponsored video productions intended for public distribution, including information and educational productions. Consisting of the original or earliest generation of the recording and a dubbing if. one exists.

All Offices:

All Offices:

All Offices:

(4) Programs acquired from outside sources (not covered elsewhere in this Schedule) that document or are used to carry out SEA programs.

All Offices:

Office of Primary Responsibility:

Office of Primary Responsibility:

All Offices:

All Offices:

(9) Programs acquired from outside sources for. personnel and management training.

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

(16) Recordings that document routine meetings and award presentations.

All Offices:

All Offices:

All Offices:

(1) SEA-sponsored radio programs intended for public broadcast.

Sound recordings consisting of Conventional mass-produced, multiple copy disc recordings; the master tape, matrix or stamper, and one disc pressing;

Magnetic audio tape recordings (reel-to-reel, cassette or cartridge); the original or earliest generation of each recording, and a dubbing, if one exits.

All Offices:

(3) Sound recordings that are included as part of a project file, case file, report, or a similar type of record.

All Offices:

(4) Sound recordings that are faulty or technically poor recordings.

All offices:

(5) Premix sound elements created during the course of a motion picture, television, or radio production.

All Offices:

(18) Library sound recordings (e.g., effects, music).

All Offices:

(7) Daily or spot news recordings available to local radio stations on a call-in basis.

All Offices:

(8) Duplicate dubbings (in excess of those elements required for preservation, duplication, and reference by 41 CFR 101.411-4)

All Offices:

(9) Recordings of meetings that are made exclusively for notetaking or transcription.

All Offices:

(10) Dictation belts or tapes.

All Offices:

(11) Recordings of public meetings or speeches, agency sponsored conferences, guest speakers, testimony of agency officials before Congress and other hearings.

PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use.

(1) Viewgraphs

All Offices:

All Offices:

All Offices:

Originating Offices:

Originating Office:

(1) Production files or similar files that document origin, development, acquisition, use, and ownership. May include scripts, contracts, transcripts, releases, etc

All Offices:

All Offices:

AUDITS, INVESTIGATIONS, AND REVIEWS

Case files consisting of formal reports, correspondence, exhibits, and related papers pertaining to the review and appraisal of SEA programs and procedures or of known or alleged irregularities and violations of laws and regulations relating to SEA programs and personnel.

a Audits conducted by agencies outside SEA, e.g., General Accounting Office, Office of Inspector General, etc.

(1) Office of Director or other Designated official:

(2) Other Offices:

(1) Office of Director or other Designated Official:

(2) Other Offices:

Item 21

Office Conducting the Audit:

d. Management Improvement Studies conducted by the Organization and Management Development Staff (OMDS), not covered elsewhere in this Schedule.

(1) OMDS:

(2) Other Offices:

(1) Office Conducting:

(2) Other Offices:

BUDGET-APPROPRIATIONS

Budget Correspondence Files

Letters, memorandums, tabulations, reports, and other correspondence relating to the preparation of the annual budget of the SEA and predecessor agencies. Records include input from subordinate units, preliminary estimates and justifications, record of changes and modifications, and other procedural correspondence documenting how the budget was developed.

Files contain appropriation language sheets, narrative statements, project and geographic reports, and related schedules and supporting data.

Apportionment and reapportionment schedules, proposing quarterly obligations under each authorized appropriation.

Periodic reports on the status of appropriation accounts and apportionment.

All Offices:

All Offices:

Item 9

Office of Primary Responsibility:

COMMITTEES

Committee Management and Control Records

a. Correspondence; press releases; AD-241, Committee Control Record; and related records pertaining to the establishment, organization, membership, and policy, not covered elsewhere in this Schedule. Files are arranged alphabetically by name of committee.

(1) Advisory, SEA-sponsored interagency, national interagency, Departmental, and liaison committees:

(2) Committee Management Officer:

Volume on Hand: 6 cubic feet.

(d) Other Offices:

(2) Internal Committees:

(a) Committee Management Officer:

(b) Other Offices:

(1) Committee Management Officer:

(2) Executive Secretary:

All Offices:

a. Advisory, SEA-sponsored interagency, national interagency, SEA internal, and Departmental Committees and liaison. Files consist of agendas, directives minutes, ports, and correspondence covering operations of the committee and the establishment, revision, or termination of committee, not covered elsewhere in this Schedule., Files are arranged alphabetically by name of committee.

Executive Secretary:

Volume on hand: 7 cubic feet.

(1) Chairperson:

volume on hand: 1-1/2 cubic feet. 1973-80

(2) Other Offices:

Destroy when no longer needed for current activities.

All Offices:

(1) Deputy Director:

77-1

Item 12

(2) Other Offices:

(1) Deputy Director:

Destroy records NARS does not wish to accession.

77-1

Item 13

(2) Other Offices:

All Offices:

COMMUNICATIONS

Communications. Reports, correspondence, authorizations, techniques, and related records concerning the development and improvement of telecommunications and mail management programs, not covered elsewhere in this Schedule.

Responsibility:

(CDSD, ASD,

RRMO'S)

All Offices:

All Offices:

All Offices:

a. Mail Volume Survey Reports (SEA Form 291) for all SEA offices, including Express Mail Service Receipts.

(1) Survey reports, magnetic tape, and source documents (SEA Form 291A, ES Form 261, CSRS Form 7, or equivalent forms).

(a) All SEA Offices:

(b) State offices:

(2) Computer printouts (except Summary of Monthly Report which is used as the Survey Report) for State Cooperative Extension Offices.

Administrative

Services Division:

a. Correspondence, plans, and reports pertaining to telecommunications, including equipment requests, telephone service, and related matters.

(1) Office of Primary Responsibility:

(2) Other Offices:

(1) Office of Primary Responsibility:

(2) Other Offices:

All Offices:

All Offices:

DELEGATIONS OF AUTHORITY

a. All substantive authorizations and interagency agreements issued by or for SEA offices.

(1) Issuing Office:

Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession.

Item 26

(2) Other Offices:

All Offices:

DIRECTIVES, INSTRUCTIONS, POLICIES, & PROCEDURES

a. Official issuances, changes, checklists, etc., with supporting papers documenting the important aspects of the issuance, such as those requiring OGC clearances

Volume on hand: 12 cubic feet.

(2) Other Offices:

(1) Directives

Management

Section, ASD:

(2) Other Offices:

Item 5(a)

Deputy Director:

Item 5(b)

Deputy Director:

Item 5(c)

Deputy Director:

Item 5(d)

Deputy Director:

Item 5(e)

All Offices:

EXPENDITURE ACCOUNTING RECORDS

Correspondence or subject files maintained by operating units responsible for expenditures accounting, pertaining to their internal operations and administration, and not covered elsewhere in this Schedule.

Item 1

All. Offices:

General account ledgers, showing debit and credit entries, and reflecting expenditures in summary.

Item 2

Financial Management

Division:

Allotment records showing status of obligations and allotments under each authorized appropriation. Includes Monthly Operating Reports (A&B), Earned Revenue Reports, and Project Progress Reports("E" Reports).

(1) Financial

Management

Division:

Item 3

(2) Other Offices:

a. Original records used as posting and control media, subsidiary to the general and allotment ledgers, and not covered elsewhere in this Schedule. These records include listings on Construction Work-in-Progress, Advances to Employees, Advances to the Public, Deposit Fund Liabilities, Liabilities for Advances Received, Biweekly Payroll Summaries, Cumulative Area Payroll Reports, Project Gross Cost Reports (F Series), Report of Gross Obligations and Man-hours by CRIS Accession Number and by 4-Digit Object Class (M & N Series), and Gross Cost Composition Reports.

Division:

Item 4a

All Offices:

Item 4b

Item 7b

INFORMATION - PUBLIC RELATIONS

General Correspondence Files, concerning general informational activities, not otherwise covered in this Schedule considered to have only temporary value.

a. Information Staffs:

b. Other Offices:

NN-173-18 Item 18H

All Offices:

All Offices:

a. Approved and Issued by SEA:

(1) Information Staff (Headquarters):

Volume on hand: 8 cubic feet.

AR Regions:

Volume on hand: 8 cubic feet.

(3) Other Offices:

All Offices:

c. Disapproved or Not Issued:

All Offices:

Item 4

All Offices:

a. Policy-making speeches of the Director or other representatives designated by the Director.

(1) Information Staff

(Headquarters):

Volume on hand: 1 cubic foot.

Office of Primary Responsibility:

All Offices:

a. Letters from the Director

(1) Information Staff

(Headquarters):

Volume on hand: 1 cubic foot.

(2) Other Offices:

(1) Issuing Office:

Volume on hand: 8 inches.

(2) Other Offices:

Technical publications and presentations of SEA personnel (including those arising from contracts, grants, and cooperative arrangements) prepared and approved for publication in any medium.

a. Art Work of Transient Value

All Offices:

All Offices:

including comments on manuscripts prepared by authors outside immediate research area.

All Offices:

All Offices:

National Technical Editing Staff:

(1) Reprints from Department-series and publications published by Government Printing Office.

All Offices:

(2) Other reprints from publications authored by SEA personnel.

(a) National Technical

Editing Staff or

Information Staff,

as applicable:

(b) Other Offices:

All Offices:

Information Staffs:

Volume on Hand (HQ): approximately 5 cubic feet.

Annual Accumulation (field): approximately 2 cubic feet.

Volume on Hand (field): approximately 4 cubic feet.

Item 23(b) and

NN-173-18 Item C

All Offices:

All Offices:

All Offices:

a. Correspondence and supporting documents regarding commendations, citations, and criticisms of SEA program activities, such as those used in budget justifications.

(1) Office of Primary Responsibility:

(2) Other Offices:

Item 7

All Offices:

All Offices:

a. Correspondence and supporting papers created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under the Privacy Act. Records include the original request, reply, and related material, and may include the official file copy of records requested or a copy thereof.

(1) Replies granting access to all requested records.

Item 25a(l)

All Offices:

All Offices:

All Offices:

(1) Requests to amend records agreed to by SEA. Includes the individual's request to amend and/or review refusal to amend, replies to requests, and related material.

Item 26a

All Offices:

Item 26b

All Offices:

(3) Appeals files created as a result of appeals under the Privacy Act for refusal to amend a record, or to grant access to a record.

Item 26c

All Offices:

Item 27

All Offices:

Item 29

Item 29a

Privacy Act Officer:

Volume on hand: � cubic foot.

Item 29b

All Offices:

Item 30

All Offices:

a. Correspondence and supporting papers relating to for information under the FOIA.

(1) Replies granting access to all requested records.

Item 16(a)l

All Offices:

Item

16a(2)(a)

All Offices:

Item

16a(3)(a)

All Offices:

Item 17a

All Offices:

Item 19a

FOIA Officer:

Volume on hand: 1 cubic foot.

Item 20

All Offices:

LEGISLATION AND OPINIONS

a. Correspondence and supporting documents used in the development of proposed laws and regulations pertaining to SEA programs. Includes copies of appropriation bills, House and Senate Reports, Conference Reports, and similar material relating specifically to the historical background of SEA and predecessor agencies and records of a precedent-setting nature relating to the administration of the SEA programs.

Volume on hand: 10 inches.

(2) Other Offices:

(1) Dockets establishing policy or procedure.

(a) Directives Section, ASD:

(2) Other dockets.

(a) Directives Section, ASD:

(b) Other Offices:

Office Concerned:

All Offices:

MEETINGS

a. Authorizations to Attend Meetings and Travel Authorizations (AD-Form 179), used for meetings called by an organization or agency other than USDA for the purpose of exchanging information and discussing problems:

(1) Issuing Office:

(2) Other Offices:

(1) Technical Meetings. Significant meetings attended by SEA staff members (National, International, etc.). Files are arranged alphabetically by subject-numeric filing scheme.

(2) Professional Societies, of which SEA personnel are members and are permitted to attend meetings on official time, such as American Chemical Society (ACS), American Oil Chemist's Society (AOCS), American Society for Testing Material (ASTM), American Institute of Nutrition (AIN), Federation Societies of Experimental Biology (FASEB), etc. Files include correspondence, reports, agendas, minutes of meetings and related records.

(a) Members:

(3) Staff Meetings of the SEA Management Team and the AR Regional Deputy Administrators. Staff meetings of a substantive nature, concerned with broad aspects of SEA. Files are arranged chronologically by the subject-numeric filing scheme.

(a) Creating Office:

Volume on hand (HQ): 1 inch.

Annual accumulation (Regions) is approximately 2 inches.

Volume on hand (Regions): 8 inches.

(b) Other Offices:

(4) Staff Meetings relating to administrative or program activities having short-term significance.

All Offices:

(5) Other Meeting records of temporary value, such as meeting

arrangements, accommodations, workpapers, etc.

All Offices:

MOTOR VEHICLE RECORDS

All Offices:

All Offices:

a. Monthly Operation Record (AD-187A).

All Offices:

All Offices:

All Offices:

Office of Primary Responsibility:

Property Management offices:

All Offices:

Property Management Officers:

and

GRS-10

Item 5

Item 7

All Offices:

Item 4a

Issuing Office:

All Offices:

All Offices:

ORGANIZATION AND MANAGEMENT

(1) Record Copy in Head-quarters or Regional Administrative Offices:

(1) Organizational Structure Files. Files consist of

correspondence, reports, analyses, and related material pertaining to review and analyses of organizational proposals and the design and development of overall Agency organizational structures. Includes similar files for predecessor agencies. Files are arranged alphabetically by subject-numeric filing scheme.

OMDS:

Other Offices:

Volume on Hand: 4 cubic feet.

used as finding media for the OMDS correspondence file. File is arranged alphabetically by name of addressee.

OMDS:

Volume on hand is approximately 4 inches.

(3) Organizational Effectiveness and Human System Development Files, Correspondence, reports, and related material pertaining to group and intergroup dynamics, team building activities, intergroup activities and conflict resolution activities.

OMDS:

Other Offices:

OMDS:

Other Offices:

PAYROLLING AND PAY ADMINISTRATION

a. Time and Attendance Reports (AD-321 or equivalent form), applications for leave, and supporting documents. Includes final Time and Attendance Reports.

Timekeepers:

All Offices:

Timekeepers:

Branch, FMD:

PERSONNEL RECORDS

a. Correspondence files, relating to the general administration and operation of personnel functions, including college programs; selective placement (handicapped, veterans, and ex-offenders) programs; special careers (Summer Aid, Intergovernmental Affairs Fellowship, Stay-in-School, etc.) programs; examinations, paid recruitment advertising, executive development program, merit promotion, employee safety program and others not specifically described elsewhere in this Schedule.

Item 3a

All Offices:

(1) Personnel Offices:

Item 3b

(2) Other Offices:

Item 17a

(2) Retention Registers.

Item 17b(1)

Office:

Item 17b(2)

Servicing Personnel Office:

Item 17c

Servicing Personnel Office:

Item 18a

All Offices:

(1) Transferred employees.

Item lb(2)

Item 10

SPO:

Item 2a

SPO:

St. Louis, Missouri.

Item 2b

SPO:

Item 26B

maintain cards:

Item 11

SPO:

Item 7a(l)

SPO:

Personnel Division (PD):

Item 7b(l)

(1) SPO:

(2) Other Offices:

Item 7b(2)

Item

7c(l)(a)

PD and SPO:

Item

7c(l)(b)

All Offices:

All Offices:

(1) PD and SPO:

(2) Other Offices:

Executive Secretary:

Personnel Division:

Supervisors and AR Regional Administrators:

SPO:

SPO:

A-4.

(1) Applications from individuals who have not held a position under a competitive appointment in a Federal Government agency.

SPO:

SPO:

SPO:

Item 5

SPO:

(1) Favorable preemployment checks.

SPO:

(2) Unfavorable preemployment checks.

SPO:

(1) Accepted offers.

Item 4a

SPO:

(2) Declined offers.

(a) When name is received from certificate of eligibles.

Item 4b(l)

SPO:

(b) Temporary or excepted appointment.

Item 4b(2)

SPO:

(c) All others.

Item 4b(3)

SPO:

SPO:

/promotion action.

(1) Chronological file copies, including fact sheets.

Item 14a

SPO:

(2) All other copies.

SPO:

SPO:

(1) Approved proposal, with supporting papers.

(a) Personnel Division:

(b) Servicing Personnel Office:

Personnel Division:

SEA EMPLOYEES

(a) Personnel Division:

(b) Servicing Personnel Office:

NON-SEA EMPLOYEES

And Servicing Personnel Office:

All Offices:

Personnel Offices:

Personnel Offices:

Personnel Offices:

Files include correspondence, evaluations of research proposals, decisions, reports, and related records necessary to document the selection decision and assess usefulness of the program. (Does not include material required to be filed in the Official Personnel Folder.)

All Offices:

a. Employee Suggestions. Case files including suggestion, comments, and related papers documenting approval or disapproval.

(1) Personnel Division:

(2) Other Offices:

Personnel Offices:

(1) Personnel Division:

(2) Other Offices:

Item 12b

All Offices:

Item 12c

All Offices:

(1) Personnel Division:

(2) Other Offices:

(1) Personnel Division:

(2) Other Offices:

Item 30b(l)

(1) Personnel Offices:

(2) Other Offices:

Item 30b(2)

All Offices:

Item 30c

(1) Personnel Offices:

(2) Other Offices:

Supervisors:

(1) Training Aids, such as manuals, textbooks, and other training aids developed by SEA.

(a) Personnel

Division:

(b) Other Offices:

Item 30a(2)

All Offices:

Item 30d

All Offices:

(1) Medical History Records

Servicing Personnel Office:

(a) Servicing Personnel Officer:

(b) Designee:

All Offices:

Item 32

(a) SPO:

(b) Other Offices:

All Offices:

All Offices:

All Offices:

All Offices:

Item 19

Health Unit or SPO:

Item 21

Health Unit or SPO:

(1) If information is summarized on statistical reports

Item 20a

Health Unit or SPO:

(2) If information is not summarized

Item 20b

Health Unit or SPO:

Item 22

Reporting Unit:

All Offices:

All Offices:

All Offices:

All Offices:

Item 25

Servicing Personnel Offices:

a. Discrimination Complaint Case Files, with related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of bearings and meetings, and other records described in 5 CFR 713.22.

(1) Case resolved within SEA

SPO:

Other Copies:

All Offices:

All Offices:

EEO Counselors:

All Offices:

(1) EEO Coordinator:

(2) Other Offices:

Item 26h

(1) EEO Coordinator:

(2) Other Offices:

EEO Coordinator:

Other Offices:

Item 26f

All Offices:

Item 26e

All Offices: