Correspondence, reports, authorizations, and other records that relate
to the management of agency records, including such matters as forms,
correspondence, reports, mail, and files management; the use of microforms, IT
systems, and word processing; records management surveys; vital records
programs, and all other aspects of records management not covered elsewhere.
Office of Primary Interest: OCIO
RG 016 Disposition
Authority: GRS 16, Item 7
Record Type: Temporary
Disposition: Destroy when 6 years old.
Records Currently
Stored in Federal Records Center(s): 26 cubic feet (1 in 1997, 25 in 2001)
3000.a Electronic Mail and Word Processing System Copies: Information
Management
Electronic copies of records that are created on electronic mail and
word processing systems and used solely to generate a recordkeeping copy of the
records covered by the other items in this schedule. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
3000.a.1 Production Copies
Copies that have no further administrative value after the
recordkeeping copy is made. Includes copies maintained by individuals in
personal files, personal electronic mail directories, or other personal
directories on hard disk or network drives, and copies on shared network drives
that are used only to produce the recordkeeping copy.
RG 016
Disposition Authority: GRS 24, Item 12.a
Record Type:
Temporary
Disposition: Destroy/delete within 180 days after the
recordkeeping copy has been produced. 3000.a.2 Copies for Dissemination, Revision, or Updating
Copies used for dissemination, revision, or updating that are
maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 24, Item 12.b
Record Type:
Temporary
Disposition: Destroy/delete when dissemination, revision,
or updating is completed. 3000-1 Administrative Issuances: Information
Management
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 3000-1.b.]
Office of Primary Interest: OCIO
RG
016 Disposition Authority: GRS 16, Item 1.a
Record Type:
Temporary
Disposition: Destroy when superseded or
obsolete.
3000-1.b Case Files
Case files related to (3000-1) above that document aspects of the
development of the issuance.
Office of Primary Interest: OCIO
RG 016 Disposition Authority: GRS 16, Item 1.b
Record
Type: Temporary
Disposition: Destroy when issuance is destroyed.
[NOTE: Record sets of formal directives, procedural and
operating manuals, publications, and management improvement reports submitted
to the Office of Management and Budget (OMB), and the case files documenting
their development are potentially permanent records and must be scheduled by
submission of an SF 115 to NARA. (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)]
3000-1-1 External or Non-Series Instructions: Information Management
Use for material of a directional nature which originates outside
USDA or which originates within USDA but is not part of a formal directive
system. Includes comments and other materials on proposed and existing
instructions.
RG 016 Disposition Authority: GRS 16, Item
1.a.
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete. 3010 Directives Management
Administrative management related temporary or ephemeral materials
include working papers that do not have a direct bearing on the transaction,
intermediate drafts of documents and worksheets that do not represent
significant basic steps in the preparation of final drafts, letters or
memoranda of transmittal and acknowledgment, routing slips, and extra copies of
documents.
RG 016 Disposition Authority: GRS 16, Item 1.b
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete.
3010-1 Directives, Departmental
Record sets of formal directives, procedural and operating manuals,
publications, and management improvement reports submitted to the Office of
Management and Budget (OMB), and the case files documenting their development
are potentially permanent records and must be scheduled by submission of an SF
115 to NARA. ((Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)
3010-1.a Departmental Regulations and Departmental Manuals
Departmental Regulations (DR's) and Departmental Manuals (DM's) in
the 1000 and 9000 classification series. All others can be destroyed when no
longer needed.
Office of Primary Interest: OCIO/eGov (OIRM/IMD)
RG 016 Disposition Authority: GRS 16, Item 1.b (Note)
Record
Type: Permanent
OPI Keeps: Offer to NARA in 5 year blocks when
20 years old.
Other Offices: Destroy when superseded or obsolete.
Records Currently Stored in Federal Records Center(s): None.
3010-1-b Secretary's Memorandums
Secretary's Memorandum (SM's) and any Departmental Directives
signed by the Secretary.
Office of Primary Interest: OES
RG 016 Disposition Authority: NC1-16-84-1, Item 3010-1.b
Record
Type: Permanent
OPI Keeps: Offer to NARA in 5 year blocks when 20
years old.
Other Offices: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
3010-2 Directives: Distribution, Maintenance & Printing
Use for material pertaining to the printing, delivery and storage of
directives.
RG 016 Disposition Authority: GRS 13, Item 2.b
Record Type: Temporary
OPI Keeps: Destroy when 3 years
old. 3010-3 Organizational Dockets
Use for material which has been prepared for publication in the
Federal Register and which pertains to the organizational structure and basic
policies of the Department and its agencies. Files pertaining to the
accomplishment of the job, containing requisitions, bills, samples, manuscript
clearances, and related documents exclusive of (1) requisitions on the Public
Printer and related records; and (2) records relating to services obtained
outside the agency.
FILE by agency and docket number.
RG 016
Disposition Authority: GRS 13, Item 2.a
Record Type:
Temporary
Disposition: Destroy 1 year after completion of
job. 3020 Forms Management
3020.a Record Copy of Forms
One record copy of each form created with related instructions and
documentation showing inception, scope, and purpose of the form.
RG
016 Disposition Authority: GRS 16, Item 3.a
Record Type:
Temporary
Disposition: Destroy 5 years after related form is
discontinued, superseded, or canceled.
Records Currently Stored in
Federal Records Center(s): 3020.b Forms Background
Background materials, requisitions, specifications, processing data,
and control records.
RG 016 Disposition Authority: GRS 16,
Item 3.b
Record Type: Temporary
Disposition: Destroy when
related form is discontinued, superseded, or canceled.
3040 Information Collection Budget Files
Reports required by the OMB under the Paperwork Reduction Act about
the number of hours the public spends fulfilling agency reporting requirements.
Included are associated feeder reports, report exhibits, correspondence,
directives, and statistical compilations.
RG 016 Disposition
Authority: GRS 16, Item 12
Record Type: Temporary
Disposition: Destroy when 7 years old.
Records Currently
Stored in Federal Records Center(s): 3050 Freedom of Information Act (FOIA)
Files
Files created in response to requests for information under the FOIA,
consisting of the original request, a copy of the reply thereto, and all
related supporting files which may include the official file copy of requested
record or copy thereof.
Records Currently Stored in Federal Records
Center(s):
3050.a. Correspondence
Correspondence and supporting documents (EXCLUDING the official file
copy of the records requested if filed herein).
(1) Granting access to all the requested records.
RG
016 Disposition Authority: GRS 14, Item 11.a(1)
Record Type:
Temporary
Disposition: Destroy 2 years after date of reply.
(2) Responding to requests for nonexistent records; to requesters
who provide inadequate descriptions; and to those who fail to pay agency
reproduction fees.
(a) Request not appealed.
RG 016 Disposition
Authority: GRS 14, Item 11.a(2)(a)
Record Type: Temporary
Disposition:Destroy 2 years after date of reply.
(b) Request appealed.
RG 016 Disposition
Authority: GRS 14, Item 11.a(2)(B)
Record Type: Temporary
Disposition:Destroy as authorized under GRS 14, Item 12.
(3) Denying access to all or part of the records requested.
(a) Request not appealed.
RG 016 Disposition
Authority: GRS 14, Item 11.a(3)(a)
Record Type: Temporary
Disposition:Destroy 6 years after date of reply.
(b) Request appealed.
RG 016 Disposition
Authority: GRS 14, Item 11.a(3)(b)
Record Type: Temporary
Disposition:Destroy as authorized under Item 12.
3050.b. Official file copy of requested records.
RG 016 Disposition Authority: GRS 14, Item 11.b
Record
Type: Temporary
Disposition: Dispose of in accordance with
approved agency disposition instructions for the related records or with the
related FOIA request, whichever is later.
3050.c FOIA Appeals Files
Files created in responding to administrative appeals under the FOIA
for release of information denied by the agency, consisting of the appellant's
letter, a copy of the reply thereto, and related supporting documents, which
may include the official file copy of records under appeal or copy thereof.
3050.c(1) Correspondence and supporting documents (EXCLUDING the
file copy of the records under appeal if filed herein).
RG 016
Disposition Authority: GRS 14, Item 12.a
Record Type:
Temporary
Disposition: Destroy 6 years after final determination
by agency, 6 years after the time at which a requester could file suit, or 3
years after final adjudication by the courts, whichever is later.
3050.c(2) Official file copy of records under appeal.
RG 016 Disposition Authority: GRS 14, Item 12.b
Record Type:
Temporary
Disposition: Dispose of in accordance with approved
agency disposition instructions for the related record or with the related FOIA
request, whichever is later.
3050.d FOIA Control Files
Files maintained for control purposes in responding to requests,
including registers and similar records listing date, nature, and purpose of
request and name and address of requester.
3050.d(1) Registers or listing.
RG 016 Disposition
Authority: GRS 14, Item 13.a
Record Type: Temporary
Disposition: Destroy 6 years after date of last entry.
3050.d(2) Other files.
RG 016 Disposition
Authority: GRS 14, Item 13.b
Record Type: Temporary
Disposition: Destroy 6 years after final action by the agency or after
final adjudication by courts, whichever is later.
3050.e FOIA Reports Files
[See note after this item.] Recurring reports and one-time
information requirements relating to the agency implementation of the Freedom
of Information Act, EXCLUDING annual reports to the Congress at the
departmental or agency level.
RG 016 Disposition Authority:
GRS 14, Item 14
Record Type: Temporary
Disposition:
Destroy when 2 years old. [NOTE: The GRS does not cover departmental or agency
level annual reports to the Congress. These reports should be scheduled for
transfer to the National Archives of the United States by submitting an SF 115
to NARA. (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)]
3050.f FOIA Administrative Files
Records relating to the general agency implementation of the FOIA,
including notices, memoranda, routine correspondence, and related records.
RG 016 Disposition Authority: GRS 14, Item 15
Record Type:
Temporary
Disposition: Destroy when 2 years old.
3060 Privacy Act Files
Files 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 5 U.S.C. 552a(d)(1). Files contain original request, copy of
reply thereto, and all related supporting documents, which may include the
official file copy of records requested or copy thereof.
Records
Currently Stored in Federal Records Center(s):
3060.a. Privacy Act Correspondence
Correspondence and supporting documents (EXCLUDING the official file
copy of the records requested if filed herein).
(1) Granting access to all the requested records.
RG
016 Disposition Authority: GRS 14, Item 21(a)(1)
Record Type:
Temporary
Disposition: Destroy 2 years after date of reply.
(2) Responding to requests for nonexistent records; to requesters
who provide inadequate descriptions; and to those who fail to pay agency
reproduction fees.
(a) Requests not appealed.
RG 016 Disposition
Authority: GRS 14, Item 21(a)(2)(a)
Record Type: Temporary
Disposition: Destroy 2 years after date of reply.
(b) Requests appealed.
RG 016 Disposition
Authority: GRS 14, Item 21(a)(2)(b)
Record Type: Temporary
Disposition: Destroy as authorized under Item 22. (3) Denying access to all or part of the records requested.
(a) Requests not appealed.
RG 016 Disposition
Authority: GRS 14, Item 21(a)(3)
Record Type: Temporary
Disposition: Destroy 5 years after date of reply.
(b) Requests appealed.
RG 016 Disposition
Authority: GRS 14, Item 21(a)(3)(a)
Record Type: Temporary
Disposition: Destroy as authorized under Item 22.
3060.b. Official file copy of requested records.
RG 016 Disposition Authority: GRS 14, Item 21(b)
Record Type: Temporary
Disposition: Dispose of in
accordance with approved agency disposition instructions for the related
records or with the related Privacy Act request, whichever is later.
3060.c Privacy Act Amendment Case Files
Files relating to an individual's request to amend a record
pertaining to that individual as provided for under 5 U.S.C. 552a(d)(2); to the
individual's request for a review of an agency's refusal of the individual's
request to amend a record as provided for under 5 U.S.C. 552a(d)(3); and to any
civil action brought by the individual against the refusing agency as provided
under 5 U.S.C. 552a(g).
3060.c (1) Requests to amend agreed to by agency. Includes
individual's requests to amend and/or review refusal to amend, copies of
agency's replies thereto, and related materials.
RG 016
Disposition Authority: GRS 14, Item 22(a)
Record Type:
Temporary
Disposition: Dispose of in accordance with the
approved disposition instructions for the related subject individual's record
or 4 years after agency's agreement to amend, whichever is later.
3060.c(2) Requests to amend refused by agency. Includes
individual's requests to amend and to review refusal to amend, copies of
agency's replies thereto, statement of disagreement, agency justification for
refusal to amend a record, and related materials.
RG 016
Disposition Authority: GRS 14, Item 22(b)
Record Type:
Temporary
Disposition:Dispose of in accordance with the approved
disposition instructions for the related subject individual's record, 4 years
after final determination by agency, or 3 years after final adjudication by
courts, whichever is later.
3060.c(3) Appealed requests to amend. Includes all files created
in responding to appeals under the Privacy Act for refusal by any agency to
amend a record.
RG 016 Disposition Authority: GRS 14, Item
22(c)
Record Type: Temporary
Disposition:Dispose of in
accordance with the approved disposition instructions for related subject
individual's record or 3 years after final adjudication by courts, whichever is
later. 3060.d Privacy Act Accounting of Disclosure Files.
Files maintained under the provisions of 5 U.S.C. 552a(c) for an
accurate accounting of the date, nature, and purpose of each disclosure of a
record to any person or to another agency, including forms for showing the
subject individual's name, requester's name and address, purpose and date of
disclosure, and proof of subject individual's consent when applicable.
RG 016 Disposition Authority: GRS 14, Item 23
Record Type:
Temporary
Disposition:Dispose of in accordance with the approved
disposition instructions for the related subject individual's records or 5
years after the disclosure for which the accountability was made, whichever is
later. 3060.e Privacy Act Control Files.
Files maintained for control purposes in responding to requests,
including registers and similar records listing date, nature of request, and
name and address of requester.
3060.e(1) Registers or listings.
RG 016 Disposition
Authority: GRS 14, Item 24(a)
Record Type: Temporary
Disposition: Destroy 5 years after date of last entry.
3060.e(2) Other files.
RG 016 Disposition
Authority: GRS 14, Item 24(a)
Record Type: Temporary
Disposition: Destroy 5 years after final action by the agency or final
adjudication by courts, whichever is later. 3060.f Privacy Act Reports Files.
Recurring reports and one-time information requirement relating to
agency implementation, including biennial reports to the Office of Management
and Budget (OMB), and the Report on New Systems at all levels. (See
http://whitehouse.gov/omb/memoranda/m03-22.html for guidance
on preparing Privacy Act Assessments.)
[NOTE: The GRS does not cover
the biennial report to Congress from OMB.]
RG 016 Disposition
Authority: GRS 14, Item 25
Record Type: Temporary
Disposition: Destroy when 2 years old. 3060.g Privacy Act General Administrative Files.
Records relating to the general agency implementation of the Privacy
Act, including notices, memoranda, routine correspondence, and related records.
RG 016 Disposition Authority: GRS 14, Item 26
Record
Type: Temporary
Disposition:Destroy when 2 years old.
3080 Records Disposition Files
Descriptive inventories, disposal authorizations, schedules, and
reports. Basic documentation of records description and disposition
programs, including SF 115 - Request for Records Disposition Authority
((Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.);
SF 135- Records Transmittal and Receipt; SF 258 - Agreement to Transfer Records
to National Archives of the United States; and related documentation.
3080.a Approved Disposition Authorities
SF 115s that have been approved by NARA.
RG 016
Disposition Authority: GRS 16, Item 2.a(1)
Record Type:
Temporary
Disposition: Destroy 2 years after supersession.
3080.b Other Dispositions
RG 016 Disposition Authority: GRS 16, Item 2.a(2)
Record Type: Temporary
Disposition: Destroy 6 years after
the related records are destroyed or after the related records are transferred
to the National Archives of the United States, whichever is applicable.
3080.c Routine Records Correspondence
Routine correspondence and memoranda.
RG 016 Disposition
Authority: GRS 16, Item 2.b
Record Type: Temporary
Disposition:Destroy when 2 years old. 3090 Vital Records
Only those records series or electronic information systems (or
portions of them) most critical to emergency operations or the preservation of
legal or financial rights should be designated as vital. The inventory of vital
records should include:
- The name of the office responsible for the records series or
electronic information system containing vital information
- The title of each records series or information system containing
vital information
- Identification of each series or system that contains
emergency-operating vital records or vital records relating to rights
- The medium on which the records are recorded
- The physical location for offsite storage of copies of the records
series or system
- The frequency with which the records are to be cycled (updated).
3100 IT Infrastructure Design and Implementation
Files
Records of individual projects designed to provide and support new
agency IT infrastructure (see Note), systems, and
services. Includes records documenting:
(1) requirements for and implementation of functions such as
maintaining network servers, desktop computers, and other hardware, installing
and upgrading network operating systems and shared applications, and providing
data telecommunications;
(2) infrastructure development and maintenance such as
acceptance/accreditation of infrastructure components, analysis of component
options, feasibility, costs and benefits, and work associated with
implementation, modification, and troubleshooting;
(3) models, diagrams, schematics, and technical documentation; and
(4) quality assurance reviews and test plans, data, and results.
[Note: IT Infrastructure means the
basic systems and services used to supply the agency and its staff with access
to computers and data telecommunications. Components include hardware such as
printers, desktop computers, network and web servers, routers, hubs, and
network cabling, as well as software such as operating systems (e.g., Microsoft
Windows and Novell NetWare) and shared applications (e.g., electronic mail,
word processing, and database programs). The services necessary to design,
implement, test, validate, and maintain such components are also considered
part of an agency's IT infrastructure. However, records relating to specific
systems that support or document mission goals are not covered by this item and
must be scheduled individually by submission of an SF 115 to NARA.
(Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)]
3100.a. Records for projects that are not implemented.
Office of Primary Interest: Office of the Chief Information
Officer
RG 016 Disposition Authority: GRS 24, Item 11.a
Record
Type: Temporary
Disposition: Destroy/delete 1 year after final
decision is made.
Records Currently Stored in Federal Records
Center(s): 3100.b. Records for projects that are implemented.
Office of Primary Interest: Office of the Chief Information
Officer
RG 016 Disposition Authority: GRS 24, Item 11.b
Record
Type: Temporary
Disposition: Destroy/delete 5 years after
project is terminated.
Records Currently Stored in Federal Records
Center(s): 3100.c. Installation and testing records.
Office of Primary Interest: Office of the Chief Information
Officer
RG 016 Disposition Authority: GRS 24, Item 11.c
Record
Type: Temporary
Disposition: Destroy/delete 3 years after final
decision on acceptance is made.
Records Currently Stored in Federal
Records Center(s): 3200 - Information Technology (IT) Management
The 3200 series provides disposal authorization for certain files
created and maintained in the operation and management of information
technology (IT) and related services. As defined in the Information Technology
Management Reform Act of 1996 (now the Clinger-Cohen Act), "information
technology" includes computers, ancillary equipment, software, firmware and
similar procedures, services (including support services), and related
resources. The 3200 series does not cover all records relating to information
technology operations and management. In addition, the 3200 series does not
apply to system data or information content, which must be scheduled separately
by submitting an SF 115, Request for Records Disposition Authority, to the
National Archives and Records Administration (NARA). (Instructions for Standard
Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)
3201 Performance Criteria Agreements
Agreements formalizing performance criteria for quantity and quality
of service, including definition of responsibilities, response times and
volumes, charging, integrity guarantees, and non-disclosure agreements.
[Note: Copies of records needed to support contracts should be in 5000-2
Routine Procurement files.]
Office of Primary Interest: Office
of the Chief Information Officer
RG 016 Disposition Authority: GRS
24, Item 9.a
Record Type: Temporary
Disposition:
Destroy/delete 3 years after agreement is superseded or
terminated.
Records Currently Stored in Federal Records
Center(s): 3202 IT Third Party Services
Files related to managing third-party services, including records
that document control measures for reviewing and monitoring contracts and
procedures for determining their effectiveness and compliance.
RG
016 Disposition Authority: GRS 24, Item 9.b
Record Type:
Temporary
Disposition: Destroy/delete 3 years after control measures
or procedures are superseded or terminated.
Records Currently Stored
in Federal Records Center(s): 3203 IT Operations: Charges and Payments
Records generated in IT management and service operations to
identify and allocate charges and track payments for computer usage, data
processing and other IT services EXCLUDING records that are part of the
agency's cost accounting system, which are covered in the
2200 Fiscal Management series.
RG 016 Disposition Authority: GRS 24, Item 9.c
Record Type:
Temporary
Disposition: Destroy/delete records with no outstanding
payment issues when 3 years old.
Records Currently Stored in Federal
Records Center(s): 3210 IT Operations Oversight and Compliance Files
IT operations records relating to compliance with IT policies,
directives, and plans including recurring and special reports, responses to
findings and recommendations, and reports of follow-up activities.
3210.a IT Operations Performance Measurements and Benchmarks
RG 016 Disposition Authority: GRS 24, Item 1.a
Record
Type: Temporary
Disposition: Destroy/delete when 5 years old or
1 year after there are no unresolved issues, whichever is longer.
Records Currently Stored in Federal Records Center(s):
3210.b Other IT Oversight and Compliance Records
All other oversight and compliance records, including certification
and accreditation of equipment, quality assurance reviews and reports, reports
on implementation of plans, compliance reviews, and data measuring or
estimating impact and compliance.
RG 016 Disposition Authority:
GRS 24, Item 1.b
Record Type: Temporary
Disposition:
Destroy/delete when 3 years old or 1 year after responsible office determines
that there are no unresolved issues, whichever is longer. [Note: See item
3230.b for performance files relating to systems.]
Records Currently
Stored in Federal Records Center(s): 3220 IT Customer Service Files
3220.a. Help Desk Information, FAQs
Records related to providing help desk information to customers,
including pamphlets, responses to "Frequently Asked Questions," and other
documents prepared in advance to assist customers.
RG 016
Disposition Authority: GRS 24, Item 10.a
Record Type:
Temporary
Disposition: Destroy/delete 1 year after record is
superseded or obsolete.
3220.b Help Desk Documentation
Help desk logs and reports and other files related to customer query
and problem response; query monitoring and clearance; and customer feedback
records; and related trend analysis and reporting.
RG 016
Disposition Authority: GRS 24, Item 10.b
Record Type:
Temporary
Disposition: Destroy/delete when 1 year old or when no
longer needed for review and analysis, whichever is later.
3230 IT Facility, Site Management, and Equipment
Support Services Records
Records maintained by offices responsible for the control and
operation of buildings and rooms where IT equipment, systems, and storage media
are located, including files identifying IT facilities and sites, and files
concerning implementation of IT facility and site management and equipment
support services provided to specific sites, including reviews, site visit
reports, trouble reports, equipment service histories, reports of follow-up
actions, and related correspondence.
Office of Primary
Interest: Office of the Chief Information Officer
RG 016 Disposition
Authority: GRS 24, Item 2
Record Type: Temporary
Disposition: Destroy/delete when 3 years old, or when superseded or
obsolete, whichever is longer.
Records Currently Stored in Federal
Records Center(s):
3231 IT Inventory Files
Inventories of IT assets, network circuits, and building or
circuitry diagrams, including equipment control systems such as databases of
barcodes affixed to IT physical assets.
RG 016 Disposition
Authority: GRS 24, Item 3.a
Record Type: Temporary
Disposition: Destroy/delete 1 year after completion of the next
inventory.
3232 IT Asset Management Files
Records created and retained for asset management, performance and
capacity management, system management, configuration and change management,
and planning, follow-up, and impact assessment of operational networks and
systems. Includes, but is not limited to:
3232.a Detailed System Documentation
Data and detailed reports on implementation of systems,
applications and modifications; application sizing, resource and demand
management; documents identifying, requesting, and analyzing possible changes,
authorizing changes, and documenting implementation of changes; documentation
of software distribution and release or version management.
RG 016
Disposition Authority: GRS 24, Item 3.b(1)
Record Type:
Temporary
Disposition: Destroy/delete 1 year after termination of
system.
3232.b Routine IT Maintenance
Records of routine IT maintenance on the network infrastructure
documenting preventative, corrective, adaptive and perfective (enhancement)
maintenance actions, including requests for service, work orders, service
histories, and related records.
RG 016 Disposition Authority:
GRS 24, Item 3.b(2)
Record Type: Temporary
Disposition:
Destroy/delete when 3 years old or 1 year after termination of system,
whichever is sooner.
Records Currently Stored in Federal Records
Center(s): [Note: If any maintenance activities have a major impact on a system or
lead to a significant change, those records should be maintained as part of the
item 3232.a.]
3233 System Restoration Backup
Tapes
Backup tapes maintained for potential system restoration in the
event of a system failure or other unintentional loss of data.
3233.a Incremental Backup Tapes
RG 016 Disposition Authority: GRS 24, Item
4.a(1)
Record Type: Temporary
Disposition: Delete/destroy
incremental backup tapes when superseded by a full backup, or when no longer
needed for system restoration, whichever is later.
3233.b Full Backup Tapes
RG 016 Disposition Authority: GRS 24, Item
4.a(2)
Record Type: Temporary
Disposition: Delete/destroy
full backup tapes when second subsequent backup is verified as successful or
when no longer needed for system restoration, whichever is later. [Note: See
GRS 20, item 8, for backups of master files and databases.]
3233.c Tape Library Records
Tape library records including automated files and manual records
used to control the location, maintenance, and disposition of magnetic media in
a tape library including list of holdings and control logs.
RG 016
Disposition Authority: GRS 24, Item 4.b
Record Type:
Temporary
Disposition: Destroy/delete when superseded or obsolete.
3234 Workload Schedules
Workload schedules, run reports, and schedules of maintenance and
support activities.
RG 016 Disposition Authority: GRS 24, Item
8.a
Record Type: Temporary
Disposition: Destroy/delete
when 1 year old.
3235 Problem Reports
Problem reports and related decision documents relating to the
software infrastructure of the network or system.
RG 016
Disposition Authority: GRS 24, Item 8.b
Record Type:
Temporary
Disposition: Destroy/delete 1 year after problem is
resolved.
3236 Performance Indicators
Reports on operations, including measures of benchmarks, performance
indicators, and critical success factors, error and exception reporting,
self-assessments, performance monitoring; and management reports.
RG 016 Disposition Authority: GRS 24, Item 8.c
Record Type:
Temporary
Disposition: Destroy/delete when 3 years old.
Records Currently Stored in Federal Records
Center(s): 3300 TELECOMMUNICATIONS
Telecommunications general files, including plans, reports, and other
records pertaining to equipment requests, telephone service, and like matters.
RG 016 Disposition Authority: GRS 12, Item 2.b
Record
Type: Temporary
Disposition: Destroy when 3 years old.
Records Currently Stored in Federal Records
Center(s): 3300-1 Telcommunications Policy
Departmental policy on the acquisition, installation, and use of
telecommunications equipment and services.
Office of Primary
Interest: OCIO
RG 016 Disposition Authority: GRS 16, Item 1.a
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete. 3300-3 Telcommunications Statistics
Telecommunications statistical reports including cost and volume
data.
RG 016 Disposition Authority: GRS 12, Item
2.c
Record Type: Temporary
Disposition: Destroy when 1
year old. 3300-4 Telecommunications Vouchers
Reference copies of vouchers, bills, invoices, and related records.
RG 016 Disposition Authority: GRS 12, Item 2.d(1)
Record
Type: Temporary
Disposition: Destroy when 1 fiscal year old.
3310 Telecommunications Equipment
Records relating to installation, change, removal, and servicing of
equipment.
RG 016 Disposition Authority: GRS 12, Item
2.d(2)
Record Type: Temporary
Disposition: Destroy 1 year
after audit or when 3 years old, whichever is sooner. 3315 Telecommunications Service Agreements
Copies of agreements with background data and other records relating
to agreements for telecommunications services.
RG 016 Disposition
Authority: GRS 12, Item 2.e
Record Type: Temporary
Disposition: Destroy 2 years after expiration or cancellation of
agreement.
Records Currently Stored in Federal Records
Center(s): 3330 Telecommunications Operational Files
Message registers, logs, performance reports, daily load reports, and
related and similar records.
[NOTE: Master files and
data bases created to supplement or replace the records covered by item 3330
are not authorized for disposal. Such files must be scheduled on an SF 115.
(Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)]
RG 016 Disposition Authority: GRS 12, Item 3.a
Record
Type: Temporary
Disposition: Destroy when 6 months old.
3340 Telephone Use (Call Detail)
Records
Initial reports of use of telephone lines (e.g., telephone calls,
facsimile transmissions and electronic mail) during a specified period provided
by a telephone company, the General Services Administration, the Defense
Information Systems Agency, or a private sector exchange on an agency's
premises, as well as records generated from initial reports from
administrative, technical, or investigative follow-up. Included is such
information as the originating number, destination number, destination city and
state, date and time of use, duration of the use, and the estimated or actual
cost of the use. EXCLUDED are records accumulated in connection with
substantive investigations and audits that are covered by the 1700 Inspector
General Records file series or 2220 Accountable Officers' Files file
series.
RG 016 Disposition Authority: GRS 12, Item
4
Record Type: Temporary
Disposition: Destroy when 3 years
old. Initial reports may be destroyed earlier if the information needed to
identify abuse has been captured in other records.
Records Currently
Stored in Federal Records Center(s): 3500 - System Security Plans and Disaster Recovery
Plans
RG 016 Disposition Authority: GRS 24, Item 5.a
Record
Type: Temporary
Disposition: Destroy/delete 1 year after system
is superseded. 3510 IT Risk Assessments
Documents identifying IT risks and analyzing their impact, risk
measurements and assessments, actions to mitigate risks, implementation of risk
action plan, service test plans, test files and data.
RG 016
Disposition Authority: GRS 24, Item 5.b
Record Type:
Temporary
Disposition: Destroy/delete 1 year after system is
superseded. 3520 User Identification, Profiles, Authorizations,
and Passwords
User Identification, Profiles, Authorizations, and Password Files,
EXCLUDING records relating to electronic signatures.
3520.a Special Accountability Systems
Systems requiring special accountability, e.g., those containing
information that may be needed for audit or investigative purposes and those
that contain classified records.
RG 016 Disposition Authority:
GRS 24, Item 6.a
Record Type: Temporary
Disposition:
Destroy/delete inactive file 6 years after user account is terminated or
password is altered, or when no longer needed for investigative or security
purposes, whichever is later.
Records Currently Stored in Federal
Records Center(s):
3520.b Routine Systems
Routine systems, i.e., those not covered by item 3520.a.
RG 016 Disposition Authority: GRS 24, Item 6.b
Record Type:
Temporary
Disposition: See GRS 20, item 1c.
3530 Computer Security Incident Handling, Reporting
and Follow-up
RG 016 Disposition Authority: GRS 24, Item 7
Record
Type: Temporary
Disposition: Destroy/delete 3 years after all
necessary follow-up actions have been completed.
Records Currently
Stored in Federal Records Center(s): We welcome your comments and suggestions about these
pages. For information related to the USDA Records Management
Program, please contact Colleen
Snyder.
http://www.ocio.usda.gov/records/information_ management.html
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