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Disposition: Destroy when superseded or obsolete.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