![1000 - Organization, Authorities & Function](images/1000_head.gif)
Records accumulated by individual offices that relate to the internal
administration or housekeeping activities of the office rather than the
functions for which the office exists. In general, these records relate
to the office organization, staffing, procedures, and communications, including
facsimile machine logs; the expenditure of funds, including budget records;
day-to-day administration of office personnel including training and travel;
supplies and office services and equipment requests and receipts; and the use
of office space and utilities. They may also include copies of internal
activity and workload reports (including work progress, statistical, and
narrative reports prepared in the office and forwarded to higher levels) and
other materials that do not serve as unique documentation of the programs of
the office.
FILE chronologically by subject.
RG 016 Disposition Authority: GRS 23, Item 1
Record
Type: Temporary
Disposition: Destroy when 2 years old
Records Currently Stored in Federal Records Center(s):
1000.a Electronic Mail and Word Processing System Copies
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 the 1000 series. Also includes
electronic copies of records created on electronic mail and word processing
systems that are maintained for updating, revision, or dissemination.
1000.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 23, Item 10.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
1000.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 23, Item 10.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
1000-1.a Notices and Administrative
Issuances: Organization, Authorities, & Functions
Notices and other types of issuances related to routine administrative
functions (e.g., payroll, procurement, personnel).
Disposition Authority: GRS 16, Item 1.a.
Record
Type: Temporary
Disposition: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s): Not
applicable
1000-1.b Case Files
Case files related to 1000-1.a Notices
and Administrative Issuances: Organization, Authorities, & Functions
that document aspects of the development of the issuance.
Disposition Authority: GRS 16, Item 1.b
Record
Type: Temporary
Disposition: Destroy when issuance is destroyed.
Records Currently Stored in Federal Records Center(s): Not
applicable
[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.)] 1000-1-1 External/ Non-Series Instructions: Organization, Authorities,
& Functions
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.
Disposition Authority: GRS 16, Item 4.a.
Record
Type: Temporary
Disposition: Destroy when superseded or obsolete.
Records Currently Stored in Federal Records Center(s): Not
applicable 1000-2 Case Files for Agency Reports
Case files maintained for each agency report created or proposed,
including public use reports. Included are clearance forms, including OMB
83 - Paperwork Reduction Act Submission (formerly SF 83); copies of pertinent
forms or descriptions of format; copies of authorizing directives; preparation
instructions; and documents relating to the evaluation, continuation, revision,
and discontinuance of reporting requirements.
FILE by agency and
subject.
RG 016 Disposition Authority: GRS 16, Item 6
Record Type: Temporary
Disposition: Destroy 2 years after
the report is discontinued.
Records Currently Stored in Federal
Records Center(s): 1000-3 Project Control
Use for memoranda, reports, and other records documenting assignments,
progress, and completion of projects.
FILE: Case file
alphabetically by title of project.
RG 016 Disposition
Authority: GRS 16 Item 5
Record Type: Temporary
Office of
Primary Interest: Destroy 1 year after the year in which the project is
closed.
Other Offices: 1 year
Records Currently Stored in
Federal Records Center(s): 1000-4 Schedules of Daily Activities
Calendars, appointment books, schedules, logs, diaries, and other
records documenting meetings, appointments, telephone calls, trips, visits, and
other activities by Federal employees while serving in an official capacity,
EXCLUDING materials determined to be personal.
1000-4.a Schedules of Daily Activities - High Level
Officials
High level officials include the heads of departments and
independent agencies; their deputies and assistants; the heads of program
offices and staff offices including assistant secretaries, administrators, and
commissioners; directors of offices, bureaus, or equivalent; principal regional
officials; staff assistants to those aforementioned officials, such as special
assistants, confidential assistants, and administrative assistants; and career
Federal employees, political appointees, and officers of the Armed Forces
serving in equivalent or comparable positions. Unique substantive records
relating to the activities of these individuals 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.)
Office
of Primary Interest: OES
RG 016 Disposition Authority: GRS 23
Item 5.a [NOTE]
Record Type: Permanent
Office of Primary
Interest Keeps: SF 115 (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_and
_guidance/standard_form_115_instructions.html.)
Other
Offices: Temporary 2 yrs
Records Currently Stored in Federal
Records Center(s):
1000-4-b Calendars of Official Activities
Records containing substantive information relating to official
activities, the substance of which has not been incorporated into official
files, EXCLUDING records relating to the official activities of high
Government officials.
RG 016 Disposition Authority: GRS 23 Item
5.b
Record Type: Temporary
Disposition: Destroy or delete
when 2 years old.
Records Currently Stored in Federal Records
Center(s): 1000-4-c Calendars of Routine Activities
Records documenting routine activities containing no substantive
information and records containing substantive information, the substance of
which has been incorporated into organized files.
RG 016 Disposition
Authority: GRS 23 Item 5.b
Record Type:
Temporary
Disposition: Destroy or delete when no longer needed for
convenience of reference.
Records Currently Stored in Federal
Records Center(s): Not applicable 1010 Organization
Record copies of organizational charts, functional statements, and
related records that document the essential organization, staffing, and
procedures of the office must be scheduled prior to disposition by submitting a
Standard Form (SF) 115 to the National Archives and Records Administration
(NARA).
FILE alphabetically by major and minor subdivisions.
Office of Primary Interest: OHRM
RG 016 Disposition
Authority: See GRS 16,
Introduction
Record Type: Permanent
Office of Primary
Interest Keeps: SF 115 (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/policy_and
_guidance/standard_form_115_instructions.html.)
Other
Offices: Not applicable
Records Currently Stored in Federal
Records Center(s): 1030 Delegations of Authority
Use for material on delegations of authority to identified positions
or persons, and temporary or limited delegations to positions or persons.
FILE chronologically by major and minor
subdivisions.
RG 016 Disposition Authority: N1-16-87-1, Item 1030
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete.
Records Currently Stored in Federal Records
Center(s): Not applicable. 1040 Committees and Boards
1040.a Internal Committees
Records relating to establishment, organization, membership, and
policy of internal committees.
RG 016 Disposition Authority: GRS
16, Item 8.a
Record Type: Temporary
Disposition: Destroy
2 years after termination of committee.
1040.b. Records created by committees.
[See note after item 1040.b(2).]
1040.b(1) Agenda, Minutes and Final Reports
Agenda, minutes, final reports, and related records documenting
the accomplishments of official boards and committees, EXCLUDING those
maintained by the sponsor or Secretariat. [See note after item
1040.b(1).]
RG 016 Disposition Authority: GRS 16, Item 8.b(1)
Record Type: Temporary
Disposition: Destroy when 3 years
old.
[NOTE: Records maintained by the sponsor or Secretariat are
potentially permanent 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.)]
1040.b(2) All other committee records.
RG 016 Disposition Authority: GRS 16, Item 8.b(2)
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when 3 years old. [NOTE: Records created to comply with the provisions of the
Government in the Sunshine Act, including transcriptions and minutes of closed
meetings, electronic recordings for which verbatim transcripts do not exist,
and annual reports to Congress describing the agency's compliance with the act,
are 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.)]
1041 Federal Advisory Committee Act Records
Records maintained by agency Committee Management Officers for
committees established under the Federal Advisory Committee Act, including
copies of charters, membership lists, agendas, policy statements, and material
required to be available for public information. [See note after this
item.]
RG 016 Disposition Authority: GRS 16, Item 8.b(2)
Record Type: Temporary
Disposition: Destroy 5 years after
termination of committee.
[NOTE: This item does not apply
to records maintained at the General Services Administration (GSA) or records
covered elsewhere in this schedule.] 1050 Intradepartmental Relations
Use for material involving issues of concern between USDA agencies.
[NOTE: For Formal Agreements and Memoranda of Understanding see
1314. ]
FILE by agency and location.
RG 016
Disposition Authority: GRS 16, Item 8.b(2)
Record Type:
Temporary
Disposition: Destroy when 3 years old.
1100 - Management Improvement
Records created in accordance with procedures mandated by OMB Circular
A-123, Management Accountability and Control Systems, and Pub.L. 97-255, the
Federal Managers' Financial Integrity Act. Under these authorities, agencies
are required to perform evaluations of their accounting and administrative
controls to prevent waste, fraud, and mismanagement.
1100.a Electronic Mail and Word Processing System Copies
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 the 1100 series. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
1100.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 23, Item 10.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
1100.a.2 Copies for Dissemination, Revision, or
Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 23, Item 10.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1100-1 Administrative Issuances: Management
Improvement
1100-1.a Policy and Procedure
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 1100-1b.]
RG 016 Disposition Authority: GRS 16, Item
1.a
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete 1100-1.b Case Files
Case files related to (1100-1.a) above that document aspects of the
development of the issuance.
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.)]
Records Currently Stored in Federal Records Center(s):
1100-1-1 External or Non Series Instructions: Management
Improvement
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 4.a.
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete. 1100-2 Operation Costs Reports
Correspondence, reports, and data relating to voucher preparation,
administrative audit, and other accounting and disbursing operations
Office of Primary Interest: OBPA, OCFO
RG 016 Disposition
Authority: GRS 6 Item 5.b.
Record Type: Temporary
Office
of Primary Interest Keeps: 3 yrs
Other Offices: 3 yrs
Records Currently Stored in Federal Records Center(s):
1100-3 Internal Review Files
Correspondence, reports, action copies of audit findings, and other
records that identify program internal control weaknesses, and corrective
actions taken to resolve such problems. Since A-123 provides for alternative
internal control reviews under OMB Circulars A-76, A-127, or A-130, this item
also applies to copies of these reviews, provided they are identified as
alternative reviews in the management control plan. [See note after item
1100-3.]
Office of Primary Interest: OBPA, OCFO
RG 016
Disposition Authority: GRS 6 Item 5.b.
Record Type: Temporary
Office of Primary Interest Keeps: 5 yrs
Other Offices: 1
yr
Records Currently Stored in Federal Records Center(s):
[NOTE: Alternative reviews such as computer security reviews
and management and consultant studies may need to be kept longer than provided
in item 1100-3. This item applies only to copies maintained as internal
reviews.] 1121 Tracking Files
Files used to ensure the completion and timeliness of submission of
feeder reports, including schedules of evaluations, interim reporting, lists of
units required to report, and correspondence relating to the performance of the
reviews.
FILE: Case file alphabetically by title of project.
RG 016 Disposition Authority: GRS 16 Item 14.e
Record
Type: Temporary
Disposition: Destroy 1 year after report is
completed. 1130 Feasibility Studies
Studies conducted before the installation of any technology or
equipment associated with information management systems, such as word
processing, copiers, micrographics, and communications. Studies and system
analyses for the initial establishment and major changes of these systems. Such
studies typically include a consideration of the alternatives of the proposed
system and a cost/benefit analysis, including an analysis of the improved
efficiency and effectiveness to be expected from the proposed system.
Office of Primary Interest: OCFO (MIS)
RG 016 Disposition
Authority: GRS 16, Item 9
Record Type: Temporary
Disposition: Destroy 5 years after completion or cancellation of
study.
Records Currently Stored in Federal Records Center(s):
1200 - Program Planning & Evaluation
Use for material pertaining to projected program planning,
implementation, and monitoring of operations, plans, and goals.
FILE alphabetically by major and minor subdivisions.
RG 016 Disposition Authority: NC1-16-84-1, Item 1200
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when 3 yrs old.
Other Offices: Destroy when no longer
needed.
Records Currently Stored in Federal Records Center(s):
1200.a Electronic Mail and Word Processing System Copies
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 the 1200 series. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
1200.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 16, Item 15.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1200.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 16, Item 15.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1200-1 Program Planning and Evaluation Policy and
Procedure
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. [See note
after item 1200-1b.]
RG 016 Disposition Authority: GRS 16, Item
1.a
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete.
1200-1.b. Case Files
Case files related to (1200-1.a) above that document aspects of the
development of the issuance.
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.)]
1200-1-1 External or Non-Series Instructions: Program Planning &
Evaluation
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 4.a.
Record
Type: Temporary
Disposition: Destroy when superseded or
obsolete. 1210 Program Goals and Objectives
Use for material pertaining to the program goals and objectives set
forth to accomplish a particular goal. FILE by position number.
RG
016 Disposition Authority: N1-16-87-1, Item 1210
Record Type:
Temporary
Office of Primary Interest Keeps: Destroy when no longer
needed for reference.
Other Offices: N/A
Records
Currently Stored in Federal Records Center(s): Not applicable.
1220 Program Planning
Use for material pertaining to the planning set forth to accomplish
effective approved programs.
FILE by subject.
RG 016
Disposition Authority: N1-16-87-1, Item 1220
Record Type:
Temporary
Office of Primary Interest Keeps: Destroy when no longer
needed for reference.
Other Offices: N/A
Records
Currently Stored in Federal Records Center(s): Not applicable.
1230 Program Review & Evaluation
Use for material pertaining to criteria used to evaluate programs and
their results
FILE by subject in chronological sequence.
RG 016 Disposition Authority: NC1-16-84-1, Item 1230
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when no longer needed for reference.
Other Offices: N/A
Records Currently Stored in Federal Records Center(s): Not
applicable. 1240 Program Impact Analysis
Use for material pertaining to impart of certain programs
FILE by subject in chronological sequence.
RG 016
Disposition Authority: NC1-16-84-1, Item 1240
Record Type:
Temporary
Office of Primary Interest Keeps: Destroy when no longer
needed for reference.
Other Offices: N/A
Records
Currently Stored in Federal Records Center(s): Not applicable.
1250 Program Decision Systems
Use for material pertaining to systems developed to support decisions
necessary to continue an effective program.
FILE by subject.
RG 016 Disposition Authority: NC1-16-84-1, Item 1250
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when no longer needed for reference.
Other Offices: N/A
Records Currently Stored in Federal Records Center(s): Not
applicable. 1260 Legislative Programs and Reports
Use for material pertaining to approved legislative programs. Includes
comments and reports.
NOTE: For proposed legislation see 1300-2.
RG 016 Disposition Authority: NC1-16-87-1, Item 1260
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when no longer needed for reference.
Other Offices: Not
applicable.
Records Currently Stored in Federal Records
Center(s): Not applicable. 1300 - External Relations
Use for material involving high-level policy issues of concern to the
Department and foreign countries, State, and local governments; other Federal
departments; and both public and private organizations and institutions. Also
includes relationships with the President and members of his staff and
Congressional committees, Members of Congress and cooperative agreements that
are not located in other subject areas of the RG-016 file plan.
Office of Primary Interest: OES
RG 016 Disposition
Authority: NC1-16-84-1, Item 1300
Record Type: Permanent
Office of Primary Interest Keeps: Offer to NARA in 5 year blocks
when 20 years old.
Other Offices: Temporary - 3 yrs
Records Currently Stored in Federal Records Center(s): 313 cubic
feet. Lacks records for 1989 to 1992, but has records from 1981 to 1988,
and from 1993 to 1995. Last accession: 2000 1300.a Electronic Mail and Word Processing System Copies
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.
1300.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 14, Item 37.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1300.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 14, Item 37.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1300-1 Administrative Issuances: External
Relations
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. Includes
case files that document aspects of the development of the issuance.
RG 016 Disposition Authority: GRS 16, Item 1.a and b.
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete.
[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.)]
Records Currently Stored in Federal Records Center(s):
1300-1-1 External or Non-Series Instructions: External Relations
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 4.a.
Record
Type: Temporary
Disposition: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
Not applicable 1300-2 Legislative Proposals
Use for comments and other material on legislative proposals.
FILE chronologically by House and Senate
NOTE:
Office responsible for preparing the material will retain the file 3 years and
destroy. Other offices will destroy copies when 1 year old.
Office
of Primary Interest: See Note.
RG 016 Disposition Authority:
N1-16-87-1, Item 1300-2
Record Type: Temporary
Office of
Primary Interest Keeps: 3 yrs Other
Offices: 1 year
Records Currently Stored in Federal Records Center(s):
1300-3 Public Relations Correspondence
Use for general correspondence from the public reflecting individual
opinions pertaining to general programs of the Department not involving any
administrative action beyond the preparation of a form reply.
NOTE: Records from farm organizations and other groups are
not included in this item since such opinions are constantly referred to by the
Department in the formulation of agricultural programs and policies. For
these records, see 1300.
Office of Primary Interest: OES
RG 016 Disposition Authority: N1-16-84-1, Item 1300-3
Record
Type: Temporary
Office of Primary Interest Keeps: Destroy after
5 years
Other Offices: Destroy after 1 year
Records
Currently Stored in Federal Records Center(s): 1300-4 Alphabetical Name File
Use as a record and cross-reference of signed incoming and outgoing
mail addressed to/by Secretary and his immediate staff.
FILE
alphabetically by geographical location, addressee, title, organization, or
agency.
Office of Primary Interest: OES
RG 016
Disposition Authority: NC1-16-84-1, Item 1300-4
Record Type:
Permanent
Office of Primary Interest Keeps: Offer to NARA in 5 year
blocks when 20 years old.
Other Offices: N/A
Records
Currently Stored in Federal Records Center(s): 362 cubic feet; last
accession: 2001; lacks files for 1995, but has records for 1981 to 1994 and
1996. 1300-5 External Relations Reports
Use for material pertaining to external relations reports.
FILE by agency and subject.
RG 016 Disposition
Authority: NC1-16-84-1, Item 1300-5
Record Type: Temporary
Disposition: Destroy when 3 years old 1300-6 External Relations Project Control
Use for memoranda, reports, and other records documenting assignments,
progress and completion of projects.
FILE: Case file
alphabetically by title of project.
RG 016 Disposition
Authority: GRS 16 Item 5
Record Type: Temporary
Office of
Primary Interest Keeps: Destroy 1 year after the year in which the project
is closed.
Other Offices: Destroy when no longer needed.
Records Currently Stored in Federal Records Center(s):
1311 White House & Executive Office
Relations
Use for material pertaining to USDA relations with the White House or
Executive Office.
RG 016 Disposition Authority: NC1-16-84-1,
Item 1311
Record Type: Temporary
Disposition: Destroy
when 5 yrs old
Records Currently Stored in Federal Records
Center(s): 1312 Interdepartmental Relations
Use for material pertaining to relations between USDA agencies and
staff offices.
FILE by subject in chronological sequence.
RG 016 Disposition Authority: NC1-16-84-1, Item 1312
Record Type: Temporary
Disposition: Destroy when 5 yrs
old
Records Currently Stored in Federal Records Center(s):
1314 Formal Agreements / Memoranda of
Understanding
Use for material pertaining to agreements between USDA agencies;
between USDA and other Federal, State and local agencies; and between USDA and
nonfederal organizations or agencies and foreign countries. These
agreements relate to providing or obtaining various types of support services
including administrative facilities, payroll and similar support on a one-time
or continuing basis; and on a reimbursable or non-reimbursable basis.
Includes cooperative agreements, memoranda of understanding, amendments,
review comments, related correspondence, and similar documents.
FILE alphabetically by agency or organization, geographical
location, addressee name, or title.
RG 016 Disposition
Authority: N1-16-87-1, Item 1314
Record Type: Temporary
Office of Primary Interest: Destroy 5 years after expiration or
cancellation of agreement.
Other Offices: Destroy 2 years after
expiration or cancellation of agreement.
Records Currently Stored in
Federal Records Center(s): 13 Cubic Feet (9 in 1997, 4 in
1998) 1320 Legislative Branch Relations
Use for general material pertaining to USDA relations with the
Legislative Branch.
FILE by subject in chronological sequence.
RG 016 Disposition Authority: N1-16-84-1, Item 1320
Record Type: Temporary
Office of Primary Interest:
Destroy when 5 years old.
Other Offices: Not applicable.
Records Currently Stored in Federal Records Center(s):
1323 Congressional Hearings and Testimony
Use for material pertaining to the preparation of material to be
delivered before congressional hearings and/or testimony.
FILE
by subject in chronological sequence.
RG 016 Disposition
Authority: NC1-16-84-1
Record Type: Temporary
Office of
Primary Interest Keeps: 5 yrs
Records Currently Stored in
Federal Records Center(s): 1325 Reports to Congress
Use for material pertaining to the preparation and submission of
reports required by Congress.
FILE by title and/or number of
report in chronological sequence.
RG 016 Disposition Authority:
NC1-16-84-1
Record Type: Temporary
Office of Primary Interest
Keeps: 5 yrs
Other Offices:
Records Currently Stored
in Federal Records Center(s): 1400 - Public Affairs
Requests for information and copies of replies thereto, involving no
administrative actions, no policy decisions, and no special compilations or
research and requests for and transmittals of publications, photographs, and
other information literature.
FILE by control number, name or
subject if applicable.
Office of Primary Interest: OC
RG
016 Disposition Authority: GRS 14, Item 1
Record Type: Temporary
Office of Primary Interest Keeps: Destroy when 3 months old.
Other Offices: Destroy when 3 months old.
Records
Currently Stored in Federal Records Center(s): Not applicable
1400.a Electronic Mail and Word Processing System Copies
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.
1400.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 14, Item 37.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. . 1400.a.2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that are
maintained in addition to the recordkeeping copy.
RG 016 Disposition
Authority: GRS 14, Item 37.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1400-1 Administrative Issuances: Public Affairs
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation.
Includes case files related to (1400-1) that document aspects of the
development of the issuance. [See note after item 1400-1.]
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 16, Item 1.a and b
Record Type: Temporary
Office of Primary Interest Keeps: Destroy when superseded or
obsolete
Other Offices: Destroy when superseded or obsolete.
[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.)]
Records Currently Stored in Federal Records Center(s):
1400-1-1 External or Non-Series Instructions: Public Affairs
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 4.a.
Record Type: Temporary
Retention: Destroy when superseded
or obsolete. 1400-2 Special Reports and Surveys
Use for material pertaining to correspondence, reports and surveys
related to meetings and exhibitions in foreign countries - USDA submits copies
to the State Department.
FILE in chronological sequence.
Office of Primary Interest: OC
RG 016 Disposition
Authority: NC1-16-78-2, Item 8
Record Type: Temporary
Office of Primary Interest Keeps: Destroy when 5 years old
Other Offices: N/A
Records Currently Stored in Federal
Records Center(s): None 1400-3 Information Project Files
Information service project case files maintained in formally
designated information offices.
FILE: Case file alphabetically
by title of project.
Office of Primary Interest: OC
RG
016 Disposition Authority: GRS 14, Item 4
Record Type: Temporary
Office of Primary Interest Keeps: Destroy 1 year after the year in
which the project is closed.
Other Offices: Destroy 1 year after the
year in which the project is closed.
Records Currently Stored in
Federal Records Center(s): 1410 Official USDA Publications
Use for material pertaining to correspondence, memoranda, forms, and
other papers related to the printing, processing and distribution of bulletins,
circulars, leaflets, pamphlets, miscellaneous publications, and number and
unnumbered bureau publications, periodicals, soil surveys, and yearbooks. (See
below for the master set of publications.)
FILE numerically by
publication series and number.
Office of Primary Interest: OC
RG 016 Disposition Authority: NC1-16-78-2, Item 15
Record
Type: Temporary
Office of Primary Interest Keeps: Destroy when
superseded or obsolete.
Other Offices: N/A
Records
Currently Stored in Federal Records Center(s): N/A
1410-a Master Set of all publications of the Department
One copy of each publication should be designated the record copy
and scheduled for transfer to NARA. Extra copies are reference and may be
destroyed when no longer needed.
Office of Primary Interest: OC
RG 016 Disposition Authority: NC1-16-78-2, Item 11. a. & b.
Record Type: Permanent
Office of Primary Interest Keeps:
Offer to NARA when 10 years old.
Other Offices: Destroy when no
longer needed for reference.
Records Currently Stored in Federal
Records Center(s): None 1410-b News Releases and Speeches
Use for copies of formal informational releases and publications,
press conference transcripts, official speeches, and indexes thereto.
1410-b.1 Press Releases - Master Set
Master set of all releases issued by the Department. The
press releases also contain biographies of important individuals and all of the
Secretary's speeches.
FILE numerically by press release number.
Office of Primary Interest: OC
RG 016 Disposition
Authority: N1-16-87-1, Item 1440-1.a.
Record Type: Permanent
Office of Primary Interest: Transfer to NARA in 5 year blocks when
the most recent records are 10 years old.
Other Offices: Destroy
when no longer needed for reference.
Records Currently Stored in
Federal Records Center(s): Shows only two accessions, both from 1998.
One accession covers records from FY 1988 to FY 1993, the second covers
records for FY 1994. 1410-b.2 Media & Public Liaison
Use for media appearances by agency representatives and the
prepared material used when acting as public liaison.
FILE by
subject.
RG 016 Disposition Authority: N1-16-87-1 Item 1460
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when no longer needed
Other Offices: Not applicable
Records Currently Stored in Federal Records Center(s): Not
applicable 1410-b.3 Index to press releases.
File alphabetically by subject, person, geographic location
(country and state), or originating bureau.
Office of Primary
Interest: OC
RG 016 Disposition Authority: N1-16-87-1, Item
1440-1.b.
Record Type: Permanent
Office of Primary
Interest: Transfer to NARA in 5-year blocks when the most recent records
are 10 years old.
Other Offices: Destroy when no longer needed for
reference.
Records Currently Stored in Federal Records
Center(s): None 1410-c Speeches of Secretary of Agriculture (master set)
Master set of the Secretary's speeches.
NOTE: A
duplicate set is given to each departing Secretary.
FILE in
chronological sequence.
Office of Primary Interest: OC (OGPA)
RG 016 Disposition Authority: N1-16-87-1, Item 1440-2
Record
Type: Permanent
Office of Primary Interest: Offer to NARA when
Secretary leaves. A duplicate set is given to each departing Secretary.
Other Offices: Destroy when no longer needed for reference.
Records Currently Stored in Federal Records Center(s): None
1410-d Instructional Presentations about USDA Programs
Use for slide sets and filmstrips issued to teach better farm and
home practices and to disseminate information about the programs of USDA.
NOTE: Transfer to NARA one copy of a slide set and a filmstrip,
with the audio track and script for productions released in both formats; or
two copies of a slide set or filmstrip, with audio track and script for each
copy, for those productions released in only one format.
FILE
alphabetically in numerical sequence.
Office of Primary
Interest: OC (OGPA)
RG 016 Disposition Authority: N1-16-87-1,
Item 1480-3.a
Record Type: Permanent
Office of Primary
Interest: Transfer to NARA upon release
Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): None
1410-e TV Film News Features
Sound on film news clips sent to commercial television stations from
which a representative selection of five news features will be made annually by
the Department.
FILE by production number
Office of
Primary Interest: OC
RG 016 Disposition Authority: NC1-16-78-2
Item 26c
Record Type: Permanent
Office of Primary
Interest: Transfer yearly accumulations of selected items to NARA on an
annual basis
Other Offices: Not applicable
Records
Currently Stored in Federal Records Center(s): None 1410-f TV Public Service Announcements
10 to 60 second spot announcements on agricultural subjects, which
have a general public interest focus, from which a representative selection of
five (5) announcements will be made annually by the Department.
FILE by production number
Office of Primary
Interest: OC (OGPA/V&FD)
RG 016 Disposition Authority:
NC1-16-78-2 Item 26d
Record Type: Permanent
Office of Primary
Interest: Offer 5 year accumulations of selected items to NARA every 5
years
Other Offices: Not applicable
Records Currently
Stored in Federal Records Center(s): None 1410.g Historical Programs
Historical Programs in USDA radio series; remarks, interviews, and
press conferences of USDA and government officials; programs prepared for
individual radio stations; and other miscellaneous programs which are more than
5 years old.
FILE by subject, production or series title and
there under chronologically.
Office of Primary Interest: OC
RG 016 Disposition Authority: N1-16-87-1, Item 1450-1.a
Record Type: Permanent
Office of Primary Interest:
Transfer yearly accumulations of productions to NARA on an annual basis.
Other Offices: Not applicable.
Records Currently Stored
in Federal Records Center(s): None 1410.h Weekly Series
Programs in weekly series such as "Agriculture USA" and "Consumer
Time" from which a selection of 5 installments for each series will be made
annually by the Department. Consists of master and cassette.
FILE by subject production or series title and there under
chronologically.
Office of Primary Interest: OC
RG 016
Disposition Authority: N1-16-87-1 Item 1450-1.b
Record Type:
Permanent
Office of Primary Interest: Transfer yearly accumulations
to NARA on an annual basis.
Other Offices: Not applicable
Records Currently Stored in Federal Records Center(s): None
1410.i State and National Journal Stories
Master set of all state and national stories written by USDA
employees and published in journals related to agriculture.
NOTE: Work papers are destroyed when no longer needed for
reference, or when 2 years old, whichever is sooner.
FILE by
subject in chronological order.
Office of Primary Interest: OC
RG 016 Disposition Authority: NC1-16-78-2, Item 10
Record
Type: Temporary
Office of Primary Interest Keeps: Destroy when
no longer needed for reference.
Other Offices: N/A
Records Currently Stored in Federal Records Center(s): N/A
1420 Publishing Project Files
Job or project records containing information relating to planning and
execution of printing, binding, duplication, and distribution jobs.
FILE by title of issuance in chronological sequence
1420.a Publishing Job Planning & Technical Matters
Files pertaining to planning and other technical matters.
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 13, Item 2.b
Record Type: Temporary
Office
of Primary Interest Keeps: Destroy when 3 years old.
Other
Offices: Destroy when 3 years old.
Records Currently Stored in
Federal Records Center(s): 1420.b Authorizations from OMB
Authorizations from the Office of Management and Budget for the
publishing of periodicals and publications.
FILE numerically by
publication series and number
Office of Primary Interest: OC
(OGPA)
RG 016 Disposition Authority: NC1-16-78-2 Item 12
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy after publication is made available
Other Offices: S/O
Records Currently Stored in Federal Records Center(s): N/A
1420.c Publishing Job Execution
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.
NOTE: For obligation copy of documents, see 5000-2d
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 13, Item 2.a
Record Type: Temporary
Office
of Primary Interest Keeps: Destroy 1 year after completion of job.
Other Offices: Destroy 1 year after completion of job.
Records Currently Stored in Federal Records Center(s):
1420.d Publication Distribution
Use for material pertaining to publication distribution. Includes
revisions and deletions to mailing lists.
NOTE: For directives
distribution lists, see 3010-2.
FILE in chronological sequence.
Office of Primary Interest: OO
RG 016 Disposition
Authority: GRS 13, Item 4.b
Record Type: Temporary
Office
of Primary Interest Keeps: Destroy when superseded or obsolete.
Other Offices: Destroy when change is completed
Records
Currently Stored in Federal Records Center(s): Not applicable
1420.e Indexes and Check Lists
Bibliographies, checklists, and indexes of agency publications and
releases, EXCLUDING those relating to record sets scheduled as permanent.
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 14, Item 6
Record Type: Temporary
Office
of Primary Interest Keeps: Destroy when superseded or obsolete.
Other Offices: N/A
Records Currently Stored in Federal
Records Center(s): N/A 1420.f Internal Management Files
Records relating to internal management and operation of the unit.
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 13, Item 6
Record Type: Temporary
Office
of Primary Interest Keeps: Destroy when 2 years old.
Other
Offices: N/A
Records Currently Stored in Federal Records
Center(s): N/A 1440 Still Photography
1440-a Still Picture Files -Substantive Agency Activities
Still photographs maintained to document, carry on, or promote
substantive agency activities, procedures, and programs. Consists of the
original negative and a captioned print for each image including photography
bearing the following identifying designation: N, BN, DN, PN, CEN, ST, ARS,
(C&F), BAI, A, C, BPI (G), ARS (M&A), (TC), (CI), and State file (SCS).
FILE alphabetically in numerical sequence.
Office of
Primary Interest: OC
RG 016 Disposition Authority: N1-16-78-2,
Item 27.a
Record Type: Permanent
Office of Primary Interest
Keeps: Break every 10 years and offer to NARA 10 years after, e.g. transfer
1990-1999 records to Permanent Archives in 2009.
Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): 1440-b Indexes to Still Photographs
Indexes containing control number and caption.
FILE
alphabetically by subject (USDA photographic index guide).
Office of
Primary Interest: OC (OGPA)
RG 016 Disposition Authority:
N1-16-89-1, Item 1480-1b.
Record Type: Permanent
Office of
Primary Interest Keeps: Break every 5 years and offer to NARA 5 years
after, e.g. transfer 1996-2000 records in 2010.
Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): None 1440-c Other Still Photographs
Still photographs having limited administrative use or interest
such as line copy negative made for publications, or not related to or
necessary to document substantive agency activities, operations, or
responsibilities including photography bearing the following designations:
ARS-Home Economics; TX; ARS-VIS; OFAR-Charts and maps; and PMA (Numerical) and
similar photography that lacks significance or long term value.
FILE alphabetically in numerical sequence.
Office of
Primary Interest: OC
RG 016 Disposition Authority: N1-16-78-2,
Item 27.b
Record Type: Temporary
Office of Primary
Interest: Destroy when no longer needed for administrative uses.
Other Offices: Not applicable
Records Currently Stored in
Federal Records Center(s): Not applicable 1440-d Photography Conversion and Storage
Use for material pertaining to the technologies used in converting
and storing color images and photos to other medium.
FILE by
subject in chronological sequence.
Office of Primary Interest:
OC (OGPA)
RG 016 Disposition Authority: N1-16-87-1 Item 1480.4
Record Type: Temporary
Office of Primary Interest:
Destroy when no longer needed for administrative use
Other Offices:
Not applicable
Records Currently Stored in Federal Records
Center(s): Not applicable 1440-e Other copies
FILE alphabetically in numerical sequence.
Office
of Primary Interest: OC (OGPA)
RG 016 Disposition Authority:
N1-16-87-1 Item 1480.3.b.
Record Type: Temporary
Office of
Primary Interest: Destroy when withdrawn from distribution
Other
Offices: Not applicable
Records Currently Stored in Federal
Records Center(s): Not applicable 1450 Video Recordings
1450-a Video Recordings - Substantive Agency Activities
Use to document, carry on, or promote substantive agency activities,
procedures, and programs consisting of the original recording or the earliest
generation of the recording. :Included are productions in the following
series: "A Better Way"; "Across the Fence"; and "Down to Earth" as well as
other video programs. The Department annually will make a representative
selection of five video productions.
FILE chronologically by
title
Office of Primary Interest: OC
RG 016 Disposition
Authority: NC1-16-78-2 Item 29a
Record Type: Permanent
Office of Primary Interest: Offer yearly accumulations of
productions to NARA on an annual basis
Other Offices: Not applicable
Records Currently Stored in Federal Records Center(s): None
1450-b Video Recordings - Other Activities
Video recordings not selected under a. and other recording having
limited administrative use or interest or recordings not related to substantive
agency activities, operations, or responsibilities.
File
chronologically by title.
Office of Primary Interest: OC (OGPA)
RG 016 Disposition Authority: NC1-16-78-2 Item 29b
Record
Type: Temporary
Office of Primary Interest: Destroy or reuse
when no longer needed for administrative purposes.
Other Offices:
Not applicable
Records Currently Stored in Federal Records
Center(s): Not applicable
NOTE: If the items in categories 1450-b document the mission
of the agency, contact the Agency Records Officer for
disposition. 1455 Audiovisual Production Proposal Forms
Proposals, such as Form AD-797, submitted by agencies to request the
production of an audiovisual product.
Office of Primary
Interest: OC (Video, Teleconference, & Radio Center)
RG 016
Disposition Authority: GRS 21, Item 28
Record Type: Temporary
Office of Primary Interest Keeps: Destroy according to the
instructions of the related audiovisual records.
Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): Not applicable. 1456 Other Film or Video Tapes
Other films or videotapes having limited administrative use or
interest such as productions such as productions whose subject matter is
transitory or not related to or needed to document substantive agency
activities, operations, or responsibilities.
FILE by production
number
Office of Primary Interest: OC
RG 016 Disposition
Authority: GRS 21, Item 20
Record Type: Temporary
Office
of Primary Interest: Destroy when 2 years old
Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): Not applicable. 1457 Stock Motion Picture Film or Video Tapes
Unedited footage productions produced for use in USDA consisting or
original negatives, work prints, and video masters.
FILE by can
and roll number.
Office of Primary Interest: OC (OGPA/V&FD)
RG 016 Disposition Authority: NC1-16-78-2 Item 26g
Record
Type: Permanent
Office of Primary Interest: Offer to NARA Stock
Film Library (NNVS) for evaluation. Accepted footage is maintained
pending archival appraisal; rejected footage is destroyed or erased.
Other Offices: Not applicable
Records Currently Stored in
Federal Records Center(s): None 1458 Video & Film: Duplicates
Additional duplicate prints or video dubs identified in 1445, and
those items not selected under 1410-e and 1410-f.
FILE by
production number.
Office of Primary Interest: OC (OGPA)
RG 016 Disposition Authority: NC1-16-78-2 Item 26e
Record
Type: Temporary
Office of Primary Interest: Destroy or erase
when no longer needed for administrative use.
Other Offices: Not
applicable.
Records Currently Stored in Federal Records
Center(s): Not applicable. 1500 - Legal Affairs & Proceedings
Use for material of a general nature which pertains to hearings and
other legal proceedings before the Department of Agriculture which are not
described elsewhere in this category
FILE in chronological
sequence.
Office of Primary Interest: OGC, OALJ/HCU, BCA
RG 016 Disposition Authority: NC1-16-84-1, Item 1500
Record
Type: Temporary
Office of Primary Interest Keeps: Destroy when 3
years old.
Other Offices: Destroy when 1 year old.
Records Currently Stored in Federal Records Center(s): None
1500.a Electronic Mail and Word Processing System Copies
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 1500 Legal Affairs. Also includes
electronic copies of records created on electronic mail and word processing
systems that are maintained for updating, revision, or dissemination.
1500.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 16, Item 15.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1500.a-2 Copies for Dissemination, Revision, or Updating
Copies used for disseminating, revising, or updating that
are maintained in addition to the recordkeeping copy.
RG 016
Disposition Authority: GRS 16, Item 15.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1500-1 Administrative Issuances: Legal Affairs
& Proceedings
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation. Includes
case files related to that document aspects of the development of the issuance.
[See note.]
Office of Primary Interest: OGC, OALJ/HCU, BCA
RG 016 Disposition Authority: GRS 16, Item 1.a and b
Record
Type: Temporary. Destroy when superseded or obsolete.
[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.)]
1500-1-1 External or Non-Series Instructions: Legal Affairs &
Proceedings
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 4.a.
Record Type: Temporary.
Disposition: Destroy when
superseded or obsolete.
Records Currently Stored in Federal Records
Center(s): None 1500-2 Reports: Legal Affairs & Proceedings
Use for material pertaining to legal affairs and proceedings reports.
FILE by agency and subject.
RG 016 Disposition
Authority: NC1-16-84-1, Item 1500-2
Record Type: Temporary
Disposition: Destroy when 3 years old
Records Currently
Stored in Federal Records Center(s): None 1500-3 Project Control: Legal Affairs & Proceedings
Memoranda, reports, and other records documenting assignments,
progress, and completion of projects.
RG 016 Disposition
Authority: GRS 16 Item 5
Record Type: Temporary
Office of
Primary Interest Keeps: Destroy 1 year after the year in which the project
is closed.
Other Offices: Destroy when no longer needed.
Records Currently Stored in Federal Records Center(s): None
1511 Legislative Review
Use for material pertaining to review of legislative material.
RG 016 Disposition Authority: NC1-16-84-1, Item 1511
Record Type: Temporary.
Disposition: Destroy when
superseded or obsolete.
Records Currently Stored in Federal Records
Center(s): None 1512 Regulatory and Program Review
Use for material pertaining to regulatory and program reviews, and
rulemaking activities.
FILE by subject in chronological
sequence.
Office of Primary Interest: OBPA
RG 016
Disposition Authority: NC1-16-84-1, Item 1512
Record Type:
Temporary. Destroy when superseded or obsolete.
Records Currently
Stored in Federal Records Center(s): None 1513 Legal Advice & Opinions
Use for advisement, opinions, decisions, and agency comments on GAO,
OGC, and BCA, or other formal decisions and opinions.
FILE
alphabetically by origin and document number.
RG 016 Disposition
Authority: NC1-16-84-1, Item 1513
Record Type: Temporary
Office of Primary Interest Keeps: Destroy when 3 years old.
Other Offices: Destroy when 1 year old.
Records Currently
Stored in Federal Records Center(s): None 1520 OFFICE OF THE GENERAL COUNSEL (OGC)
RECORDS
1520-1 OGC Internal Procedures Manual
Record copy of OGC's internal procedures manual and subsequent
revisions.
FILE by origin, series number or in chronological
sequence.
Office of Primary Interest: OGC
RG 016
Disposition Authority: NC1-16-78-4, Item 5
Disposition:
Permanent. Offer to NARA when 10 years old.
Other Offices: Destroy
when superseded or obsolete.
Records Currently Stored in Federal
Records Center(s): None 1520-2 OGC Program Correspondence Files: Major
USDA Functions and Programs
Program correspondence files of the General Counsel. Arranged
alphabetically by subject. Correspondence directly relating to major
functions and programs of USDA.
Office of Primary Interest: OGC
RG 016 Disposition Authority: NC1-16-78-4, Item 4a
Record
Type: Permanent.
Disposition: Offer to NARA when 10 years old.
Records Currently Stored in Federal Records Center(s): None
1520-3 OGC Program Correspondence Files: Other
All other program correspondence files of the General Counsel.
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-78-4, Item 4b
Record Type: Temporary
Office of Primary Interest Keeps: Destroy when 10 years old or when
no longer needed for reference.
Other Offices: Dispose of in
accordance with agency's schedule.
Records Currently Stored in
Federal Records Center(s): None 1521 Opinions - Complete Set Signed by OGC
Complete set of legal opinions signed by the General Counsel.
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-78-4, Item 2
Record Type: Permanent
Office of Primary Interest Keeps: Offer to NARA when 10 years old.
Other Offices: Destroy when superseded or obsolete.
Records Currently Stored in Federal Records Center(s): None
1521-a Opinions - Relating to Office of
Communications
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-78-2, Item 6
Record Type: Temporary
Disposition: DESTROY when 4 years old.
Records Currently
Stored in Federal Records Center(s): None 1522 OGC Case Files
Case files consisting of memoranda, correspondence, decisions, and
background papers. Includes, but is not limited to, cases involving
litigation, hearings, investigations, loans, claims, condemnations, eminent
domain, referrals, contracts, agreements and allotments.
NOTE:
Some case files may be considered as permanent if they significantly interpret
legislation or regulations, of they are heard by the appellate courts or the
U.S. Supreme Court or if they gain national attention. Notify NARA so
that an analysis of these case files can be conducted and appropriate
disposition authorized.
Office of Primary Interest: OGC
RG 016 Disposition Authority: N1-16-91-1
Record Type:
TEMPORARY
Disposition: Retire to WNRC when case is closed. Destroy
five years after case is closed.
Records Currently Stored in Federal
Records Center(s): 3466 cubic feet; consistent volume of records retired
annually. 1523 Patents, Copyrights, and Trademarks Case
Files
Use for material of a general nature that pertains to USDA and /or
USDA employee applications for patents, copyrights, and trademarks.
1523.a Approved Patents Case Files
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-78-4, Item 1b
Record Type: Temporary.
Disposition: Transfer to Federal Records Center five (5) years after case
file is closed. Destroy when twenty (20) years old.
Records
Currently Stored in Federal Records Center(s): 66 cubic feet; last
accessions in 1992 and 1993 1523.b Rejected Patents Case Files
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-78-4, Item 3
Record Type: Temporary
Disposition: Transfer to Federal Records Center five (5) years after
rejection. Destroy eighteen (18) years after rejection.
Records Currently Stored in Federal Records Center(s): None
1524 Legal Proceedings, Employee Involvement
Office of Primary Interest: OGC
RG 016 Disposition
Authority: NC1-16-84-1, Item 1530
Record Type: Temporary
Office of Primary Interest Keeps: S/O
Other Offices: 1
year
Records Currently Stored in Federal Records Center(s):
None 1530 BOARD OF CONTRACT APPEALS (BCA) RECORDS
The Board of Contract Appeals was established under the Contract
Disputes Act, 41 U.S.C. §§ 601-613, and adjudicates claims
arising under contracts for the procurement of supplies, services, and
construction to support agency operations, and under U.S. Forest Service Timber
Sale contracts. The Board's primary function is to hear and decide
appeals from decisions of agency contracting officers. The Board's Rules
are published in 7 C.F.R. Part 24. The Board also offers parties
the opportunity to use Alternative Dispute Resolution
techniques. 1531 BCA Reading Files
Board reading files consisting of correspondence related to
jurisdictional matters, decisions, motions to dismiss appeal, docketing letters
and setting up hearings.
FILE alphabetically by subject.
Office of Primary Interest: BCA
RG 016 Disposition
Authority: NC1-16-78-3, Item 2
Record Type: Temporary.
Disposition: Destroy when 2 years old or when no longer needed for
reference, whichever is sooner.
Records Currently Stored in Federal
Records Center(s): None 1532 BCA Decisions - Master Set
Master set of decisions rendered by the Board of Contract Appeals.
Office of Primary Interest: BCA
RG 016 Disposition
Authority: NC1-16-78-3, Item 3.a
Record Type: Permanent
Disposition: Transfer to NARA when 15 yrs old.
NOTE: The
disposition means transfer of ownership of the records to the permanent
Archives of the United States. It does not preclude retiring the files to a
Federal Records Center on an annual basis.
Records Currently Stored
in Federal Records Center(s): None
1532-a BCA Decisions - Other Copies
Office of Primary Interest: BCA
RG 016 Disposition
Authority: NC1-16-78-3, Item 3.b
Record Type: Temporary.
Disposition: Destroy when no longer needed for reference.
Other Offices: Dispose of in accordance with agency's schedule.
Records Currently Stored in Federal Records Center(s): None
1533 BCA Contract Appeal Case Files
Use for correspondence, briefs, hearing transcripts and exhibits,
appeals and the Board's opinions related to contract disputes.
FILE numerically by docket number.
Office of Primary
Interest: BCA
RG 016 Disposition Authority: NC1-16-78-3, Item 1
Record Type: Temporary.
Disposition: Transfer to FRC 30
days after final Board Decision. Destroy 10 years after case is closed.
Records Currently Stored in Federal Records Center(s): 269 cubic
feet; accessions in 1993, 1994, 1996, 1999, and 2001 1534 BCA Annual Report
The annual report describing the activities and accomplishments of the
BCA.
Office of Primary Interest: BCA
RG 016 Disposition
Authority: UNSCHEDULED
Record Type: UNSCHEDULED.
[The website for BCA indicates that they produce an annual report. There
does not appear to be a disposition authority in place to cover the report;
volume of records produced annually needed to request disposition
authority.]
Disposition: UNSCHEDULED
Records
Currently Stored in Federal Records Center(s): 1540 OFFICE OF ADMINISTRATIVE LAW JUDGES (OALJ)
RECORDS
The Office of Administrative Law Judges (OALJ) conducts rulemaking and
adjudicatory hearings throughout the United States in proceedings subject to
the Administrative Procedure Act (APA), 5 U.S.C. § 551 et seq.
There are approximately 40 statutes administered by agencies within the
Department of Agriculture that require APA hearings. The Judges also
decide appeals of debarments and suspensions as required by regulations
implementing a government-wide system for non-procurement debarments and
suspensions (7 C.F.R. § 3017.100-.515 (1993)). In addition,
OALJ is responsible for publication of Agriculture Decisions, the official
compilation of quasi-judicial and judicial decisions issued concerning
regulatory laws administered by the Department. 1541 Rulemaking
Records, which document activities in formal proceedings, related to
marketing agreements and orders under the various Acts and statutes, which
require rulemaking and/or legislative procedure to be used in compliance with
the APA administrated by USDA:
Agricultural Marketing Agreement Act of
1937, as amended
Beef Research and Information Act
Cotton Research and
Promotion Act
Egg Research and Promotion Act
Potato Research and
Promotion Act
Wheat Research
Other statutes which require rulemaking
procedures to be in compliance with the APA.
All records files
generally consist of notices of hearings; changes, postponement and/or
re-opening of hearings; hearing exceptions and/or comments; extensions of time,
Secretary's decisions and final orders. Some may include referendum
orders, proposal and suspension of program, termination of all or portions of
programs, and essential related correspondence.
1541-a Dockets
Dockets sent to Washington National Records Center as INACTIVE.
FILE numerically by Act.
Office of Primary
Interest: OALJ/HCU
RG 016 Disposition Authority: NC1-16-93-1,
Item 1521-4.a
Record Type: Temporary
Office of Primary
Interest Keeps: Cut-off and retire to WNRC when rule becomes inactive.
DESTROY 30 years after cut-off.
Other Offices: Dispose of in
accordance with agency's schedule.
NOTE: Some dockets may be
considered as PERMANENT, if they attracted great public or industry attention,
documented an advance in technology, had a significant impact on industry or
agriculture, or documented the historical development of the Department.
Notify NARA so that an analysis and appraisal of these dockets can be
conducted and appropriate disposition authorized.
Records Currently
Stored in Federal Records Center(s): 619 cubic feet; accessions in 1994,
1997, and 2001 1541-b Dockets Sheets & Other Indexes
Provides a listing of all transactions in a case. Record cards,
index cards, and other work documents.
Office of Primary
Interest: OALJ/HCU
RG 016 Disposition Authority: NC1-16-80-1,
Item 5
Record Type: Temporary. Destroy when no longer needed for
reference.
Records Currently Stored in Federal Records
Center(s): None 1542 Adjudicatory Case Records
All adjudicatory case records (disciplinary proceedings) under the
various Acts and other Statutes, which require adjudicatory procedure to be
used in compliance with the APA as administered by USDA.
All case files
consisting of complaint(s), Administrative Law Judge and/or Judicial Officer's
decision(s), service letters with certified receipt card(s) (proof of service),
supplemental order(s), and essential related correspondence. Cease and
desist orders, and/or penalties, and/or revocation or suspension of license.
Arranged numerically by Act. Transfer to Federal Records Center
after final USDA or court decision. (Retain in Hearing Clerk's office until
transfer to Federal Records Center.)
1542-a Packers and Stockyards Act (PSA) Case
Files
PSA: Title II Packers and Title III Stockyards, Marketing Agency and
Dealers.
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 1a
Record Type:
Temporary. Destroy when court decision no longer applies
Records
Currently Stored in Federal Records Center(s): 139 cubic feet; accessions
in 1994, 1997, 1998, 2001, and 2002 1542-b Perishable Agricultural Commodities Act
(PACA) Case Files
RG 016 Disposition Authority: NC1-16-80-1, Item 1b
Record Type: Temporary.
Disposition: Destroy 10 years
after final USDA or court decision.
Records Currently Stored in
Federal Records Center(s): 63 cubic feet; accessions in 1994, 1996, 1997,
1999, and 2001 1542-c Animal Welfare AND Horse Protection Act
Case Files
RG 016 Disposition Authority: NC1-16-80-1, Item 1c
Record Type: Temporary.
Disposition: Destroy when court
decision no longer applies.
Records Currently Stored in Federal
Records Center(s): 78 cubic feet; regular annual accessions, except 2000
1542-d Tobacco Inspection and Price Support Case
Files
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 1e
Record Type:
Temporary.
Disposition: Destroy 25 years after final USDA or court
decision.
Records Currently Stored in Federal Records Center(s):
11 cubic feet; accessions in 1995 and 1997 1542-e APA Case Files: Other Statutes
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 1d
Record Type:
Temporary.
Disposition: Destroy 25 years after final USDA or court
decision.
Records Currently Stored in Federal Records Center(s):
228 cubic feet; accessions in 1992, 1993, 1994, 1995, 1996, 1997, 1998, and
2001 1543 Reparation Case Files
All reparation case records under the Packers and Stockyards Act and
the Perishable Agricultural Commodities Act administered by USDA.
Arranged numerically under each Act. All case files consisting of
complaint(s), report of investigation, answer(s), counter complaint, answer to
counter complaint, Shortened Procedure papers or hearing record including:
exhibits; briefs; orders; petitions; Judicial Officer's decision(s); service
letters, with certified receipt card (proof of service); motions extension(s)
of time; supplemental orders; and essential related correspondence.
1543-a Reparation Case Files: Packers and Stockyards Act
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 2.a
Record Type:
Temporary.
Disposition: Destroy 7 years after case is closed.
Records Currently Stored in Federal Records Center(s): 12 cubic
feet; accessions in 1997 and 1998 1543-b Reparation Case Files: Perishable Agricultural Commodities
Act
1543-b-1 Default Proceedings
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 2.b.1
Record Type:
Temporary.
Disposition: Destroy 1 year after Judicial Officer's
decision. 1543-b-2 Shortened Procedure and/or Hearing Procedure
Office of Primary Interest: OALJ/HCU
RG 016
Disposition Authority: NC1-16-80-1, Item 2.b.2
Record Type:
Temporary.
Disposition: Destroy 5 years after case is closed.
Records Currently Stored in Federal Records Center(s): 116 cubic
feet; accessions in 1995, 1997, 1998, 2001, and 2002
1544 Rate Cases - Packers and Stockyard Act
Arranged numerically under the Packers and Stockyards Act. All
complaint files consisting of complaint, notice of hearing, and order of
suspension; motion for hearing, hearing record including exhibits, briefs
Administrative Law Judge's decision, appeal, Judicial Officer's decision,
petition to modify or vacate order and rulings thereon, modifications of order,
service letters including certified receipt card(s) (proof of service) and
essential related correspondence.
Office of Primary Interest:
OALJ/HCU
RG 016 Disposition Authority: NC1-16-80-1, Item 3
Record Type: Temporary.
Disposition: Retain in Hearing
Clerk's Unit for 11 years or 1 year after order is vacated. Destroy 1
year after order is vacated.
Records Currently Stored in Federal
Records Center(s): None 1545 Certification File
Requests for certification.
Office of Primary Interest:
OALJ/HCU
RG 016 Disposition Authority: NC1-16-80-1, Item 6
Record Type: Temporary.
Disposition: Destroy when no
longer needed for reference.
Records Currently Stored in Federal
Records Center(s): None 1550 NATIONAL APPEALS DIVISION (NAD)
RECORDS
The National Appeals Division (NAD) was established in 1994 by
the Department of Agriculture Reorganization Act of 1994. The
Division is a consolidation of the appellate functions and staffs at the
national level from the following U.S. Department of Agriculture agencies: Farm
Service Agency, Risk Management, Natural Resources Conservation Service and
Rural Housing Service. NAD is responsible for adjudicating cases
involving adverse decisions made by USDA agencies affecting beneficiaries of
USDA programs. Adverse decisions typically involve the denial or
adjustment of benefits such as crop subsidies, loan financing and refinancing,
conservation reserve program payments, and other benefits associated with farm
programs. NAD reports directly to the Secretary of
Agriculture.
1550-1 NAD Appeal Case Files
Case files include documentation related to an appeal, such as
hearing notices, appeal determinations, authorizations for representation,
conference reports, hearing officer assignment notices, appellant exhibits,
audio tapes of hearings, transcripts of hearings when available, and other
supporting documentation. Those cases that have been reviewed by the Director
may include an extra section containing a review case checklist, a director
review request notice, the Director's determination, copies of agency
correspondence related to the review, and other documentation.
Office of Primary Interest: NAD
Disposition
Authority: N1-16-98-1
Record Type: TEMPORARY.
Disposition: Cut-off files at end of the year during which case is
closed. Transfer an a Federal Records Center 2 years after cutoff.
Destroy when 7 years old.
Records Currently Stored in Federal
Records Center(s): 3,556 cubic feet. Consistent pattern of records retired
since 1996. 1600 - Facilities & Space Management
Use for material pertaining to the overall or general routine
facilities and space management activities that are not specifically described
in the following categories. For facilities and space issues within the
metropolitan Washington, DC area, refer to the Office of Operations (OO); for
facilities and space issues outside of the Washington, DC area, refer to the
Office of Procurement and Property Management (OPPM).
RG 016
Disposition Authority: GRS 11, Item 1
Record Type: Temporary.
Office of Primary Interest Keeps: Destroy when two (2) years old.
Records Currently Stored in Federal Records Center(s): None
1600.a Electronic Mail and Word Processing System Copies
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 the 1600 file series. Also includes
electronic copies of records created on electronic mail and word processing
systems that are maintained for updating, revision, or dissemination.
1600.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 11, Item 6.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1600.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 11, Item 6.b
Record Type: Temporary
Disposition: Destroy/delete when dissemination, revision, or
updating is completed.
1600-1 Facilities Administrative Issuances
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation.
Office of Primary Interest: OO, OPPM
RG 016 Disposition
Authority: GRS 16, Item 1.a and b.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
[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.)]
1600-1-1 External or Non-Series Instructions
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 4.a.
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when superseded or obsolete. 1600-2 Facilities Management Reports
Use for facilities management reports.
FILE by agency
and location in chronological sequence.
RG 016 Disposition
Authority: NC1-16-84-1, Item 1600-2
Record Type: Temporary
Disposition: Destroy when 2 years old.
Records Currently
Stored in Federal Records Center(s): None 1610 Space Planning, Classification &
Utilization
Building plan files, surveys and other records utilized in space
planning, assignment and adjustment.
FILE chronologically by
agency and location.
Office of Primary Interest: OO/DCD, OPPM
RG 016 Disposition Authority: GRS 11, Item 2.a
Record
Type: Temporary
Disposition: 2 yrs
Records Currently
Stored in Federal Records Center(s): None 1620 Space Acquisition and Assignment
Correspondence with and reports to staff agencies relating to agency
space holdings and requirements. Includes reports to the General Services
Administration, including Standard Form 81, Request for Space, and related
documents.
FILE chronologically by agency and location.
Office of Primary Interest: OO/DCD, OPPM
RG 016
Disposition Authority: GRS 11, Item 2.b
Record Type: Temporary
Office of Primary Interest Keeps: 2 yrs
Other Offices: 1
year
Records Currently Stored in Federal Records Center(s): None
1620-1 Space Reports
Use for material pertaining to reporting of occupied space in Metro
area and field locations.
FILE in chronological sequence.
Office of Primary Interest: OO/DCD, OPPM
RG 016
Disposition Authority: GRS 11, Item 2.b (1) and (2)
Record Type:
Temporary
Office of Primary Interest Keeps: Destroy when 2 years old
Other Offices: Destroy when 1 year old.
Records Currently
Stored in Federal Records Center(s): None 1630 Space Utilization
Use for material pertaining to full utilization of available space.
FILE chronologically by agency and location.
Office
of Primary Interest: OO/DCD, OPPM
RG 016 Disposition Authority:
GRS 17, Item 6
Record Type: Temporary
Disposition:
Destroy when superseded or obsolete, or after the structure or object has been
retired from service.
Records Currently Stored in Federal Records
Center(s): None 1640 Alteration and Maintenance
Requests for building and equipment maintenance services, excluding
fiscal copies.
NOTE: For fiscal copies, see 2240
FILE chronologically by agency and location.
Office
of Primary Interest: OO/DCD, OPPM
RG 016 Disposition Authority:
GRS 11, Item 5
Record Type: Temporary
Disposition:
Destroy 3 months after work is performed or requisition is cancelled.
Records Currently Stored in Federal Records Center(s): None
1650 Building Safety / Security
Correspondence files relating to administration and operation of the
facilities security and protective services programs.
NOTE: The
General Records Schedule states, "This item does not cover records documenting
policies and procedures accumulated in offices having agency wide
responsibilities for security and protective service
programs."
Office of Primary Interest: OPPM/PSP, OIG
RG
016 Disposition Authority: GRS 18, Item 8
Record Type: Temporary
Disposition: Destroy when 2 years old
Records Currently
Stored in Federal Records Center(s): None 1660 Parking Services
Use for material pertaining to allocation of parking spaces.
Includes standard criteria for selection.
FILE
chronologically by agency and name(s).
Office of Primary
Interest: OO
RG 016 Disposition Authority: GRS 11, Item 4.a
Record Type: Temporary
Disposition: Destroy credentials 3
months after return to issuing office.
Records Currently Stored in
Federal Records Center(s): None 1670 Utility Services
Use for material that pertains to utility services used by the
Department.
FILE by subject.
Office of Primary
Interest: OO
RG 016 Disposition Authority: NC1-16-84-1
Record Type: Temporary
Office of Primary Interest Keeps:
Destroy when 3 years old
Other Offices: Destroy when 2 years old.
Records Currently Stored in Federal Records Center(s):
1680 Conference Rooms/Auditoriums
Use for material pertaining to assignment of conference rooms and the
auditorium, including set-ups, e.g., podiums, microphones, etc.
FILE by agency in chronological sequence.
Office of
Primary Interest: OO
RG 016 Disposition Authority: GRS 11, Item
2
Record Type: Temporary Office of Primary Interest Keeps: Destroy
when 2 years old
Other Offices: Destroy when 1 year old.
Records Currently Stored in Federal Records Center(s): None
1685 Vendor Services
Requisitions for non-personal services, such as duplicating, laundry,
binding, and other services (excluding records associated with accountable
officers' accounts).
RG 016 Disposition Authority: GRS 3, Item 7
Record Type: Temporary
Disposition: Destroy when 1 year
old. 1700 - Investigations &
Audits
Use for material pertaining to internal and external investigations of
known or alleged irregularities and violations of laws and regulations relating
to Departmental program or personnel. Files consist of the official
record copy of the investigation report, correspondence, notes, and attachments
(signed statements, copies of invoices, etc.) and work papers (including
computer printouts).
1700-1 Manual of Procedures
A published manual of the policies, procedures, and instructions,
including governing computer-matching projects of the Office of the Inspector
General.
Record copy of basic manual and each revision
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-16-89-1, Item 1700-1-2.a
Record Type: Permanent
Office of Primary Interest Keeps: Cut off when superseded or
obsolete. Offer to NARA in 10 year blocks when 10 years old.
Other
Offices: Temporary. Destroy when superseded or obsolete.
Records Currently Stored in Federal Records Center(s): 3 cubic
feet
1700-1-1 External/ Non-Series Instructions
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 4.a.
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete.
Records Currently Stored in Federal Records
Center(s): None 1710 INSPECTOR GENERAL (IG) INVESTIGATIVE CASE FILES
All investigation case files are arranged by alphabetical headquarters
and regional designations and there under by case numbers. Case files are
developed during investigations of known or alleged fraud, abuse, and
irregularities or violations of laws and regulations. Cases relate to
agency programs, and operations administered or financed by the agency,
including contractors and others having a relationship with the agency.
Files consist of investigative reports and related documents, such as
correspondence, notes, attachments, and background and working files.
This includes investigative files relating to employee and hotline
complaints.
1710.a Significant Cases
Significant cases that attract national media attention resulting
from Office of Inspector General investigations of alleged fraud, abuse, and
irregularities and violations of laws and regulations; or result in a
congressional investigation and/or in substantive changes in agency policies
and procedures.
Office of Primary Interest: OIG
RG 016
Disposition Authority: N1-016-00-3, Item 1.a.
Record Type:
Permanent
Disposition: Cut off closed files annually. Transfer
to the National Archives of the United States 5 years after cutoff.
Records Currently Stored in Federal Records Center(s): None
1710.b All Other Investigative Case Files - Prosecutorial
All other investigative case files containing information or
allegations, which warrant a specific investigation and may result in
prosecutorial action. Cut off files upon close of case.
Office
of Primary Interest: OIG
RG 016 Disposition Authority:
N1-016-00-3, Item 1.b.(1) and (2)
Record Type: Temporary.
Office of Primary Interest: Destroy 10 years after cutoff
Other staff offices and agencies: Destroy 10 years after cutoff.
Records Currently Stored in Federal Records Center(s): 4838
Cubic Feet 1710.c. All Other Investigative Case Files - Administrative
All other investigative case files containing information or
allegations which warrant a specific investigation and may result in
administrative action. Cut off files upon close of case.
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-016-00-3, Item 1.c. (1) and (2)
Record Type:
Temporary.
Office of Primary Interest: Destroy 10 years after cutoff
Other staff offices and agencies: Destroy 10 years after cutoff.
Records Currently Stored in Federal Records Center(s): 168 cubic
feet 1710.d. All Other Investigative Case Files - No Action
All other investigative case files containing information or
allegations, which warrant a specific investigation but result in no
prosecutorial or administrative action.
Cut off files upon close of
case.
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-016-00-3, Item 1.d.(1) and (2)
Record Type:
Temporary.
Office of Primary Interest: Destroy 5 years after cutoff
Other staff offices and agencies: Destroy 5 years after cutoff.
Records Currently Stored in Federal Records Center(s): None
1710.e. Information or Allegations - No Investigation
Files containing information or allegations which did not warrant a
specific investigation. They include anonymous or vague allegations, matters
referred to constituents or other agencies for handling, and support files
providing general information.
Cut off files upon close of case.
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-016-00-3, Item 1.e. (1) and (2)
Record Type:
Temporary.
Office of Primary Interest: Destroy 5 years after cutoff
Other staff offices and agencies: Destroy 5 years after cutoff.
Records Currently Stored in Federal Records Center(s): 47 cubic
feet 1710.f. Electronic Mail and Word Processing Records
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 this item. Also includes electronic copies of records
created on electronic mail and word processing systems that are maintained for
updating, revising, or disseminating.
1710.f (1) Copies without Administrative Value
Copies of records covered by sub-items 1710 a-e 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:
N1-016-00-3, Item 1.f. (1)
Record Type: Temporary.
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1710.f (2) Copies for Disseminating, Revising, or Updating
Copies used for disseminating, revising, or updating that are
maintained in addition to the recordkeeping copy.
RG 016 Disposition
Authority: N1-016-00-3, Item 1.f. (1)
Record Type: Temporary.
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1720 INSPECTOR GENERAL AUDIT AND EVALUATION CASE
FILES
1720.a. Audits with Historical Value
Audits that have historical value with respect to the agency's
programs and operations or include a highly specialized audit function and the
report documents the effectiveness of the agency's programs and operations to
the degree that the report should be permanently preserved while disposing of
the remaining records as well as working files.
1720.a.(1) Record copy of final reports
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-016-00-3, Item 2.a.(1)
Record Type: PERMANENT.
Disposition: Cut off at the end of the fiscal year in which issued.
Transfer to the National Archives of the United States when the most
recent report is 5 years old.
Records Currently Stored in Federal
Records Center(s): None 1720.a.(2) Other Records Related to Audit
Other records created or acquired during the course of the audit
and the development of the final report, including notes and other working
files.
Office of Primary Interest: OIG
RG 016 Disposition
Authority: N1-016-00-3, Item 2.a.(2)
Disposition: Destroy 8
years after the end of the fiscal year in which the final evaluation report is
closed.
Records Currently Stored In Federal Records Center(s): :
4549 CUBIC FEET 1720.b. Case files of Agency Audits
Case files of audits of agency programs, operations, and procedures,
and of external audits of contractors and grantees, containing audit reports,
correspondence, memoranda, and supporting working papers.
Office of
Primary Interest: OIG
RG 016 Disposition Authority: N1-016-00-3,
Item 2.b. (1) and (2)
Record Type: Temporary.
Office of
Primary Interest: Destroy 5 years after cutoff
Other staff offices
and agencies: Destroy 5 years after the end of the fiscal year in which the
report is closed or when no longer needed, whichever comes first
Records Currently Stored in Federal Records Center(s): None
1720.c. Electronic Copies
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 this item. Also includes electronic copies of records
created on electronic mail and word processing systems that are maintained for
updating, revising, or disseminating.
1720.c.(1) No Further Administrative Value
Copies of records covered by 1720.a and 1720.b 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
procure the recordkeeping copy.
RG 016 Disposition Authority:
N1-016-00-3, Item 2.c.(1)
Record Type: Temporary.
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1720.c. (2) Copies for Disseminating, Revising, or Updating
Copies used for disseminating, revising, or updating that are
maintained in addition to the recordkeeping copy.
RG 016 Disposition
Authority: N1-016-00-3, Item 2.c.(2)
Record Type: Temporary.
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1730 INSPECTOR GENERAL INSPECTION FILES
1730.a. Recurring Program Evaluations
Case files for recurring OIG program evaluations that assist
management in identifying, analyzing, and resolving internal OIG program and
organization performance/policy issues, studies of specific concern, and
internal operations study initiatives designed to achieve organizational
implementation.
RG 016 Disposition Authority: N1-016-00-3, Item
3.a.
Record Type: Temporary.
Disposition: Destroy 5 years
after the end of the fiscal year in which the final evaluation report is
issued.
Records Currently Stored in Federal Records Center(s):
None 1730.b. Electronic Copies
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 this item. Also includes electronic copies of records
created on electronic mail and word processing systems that are maintained for
updating, revising, or disseminating.
1730.b.(1) No Further Administrative Value
Copies of records covered by item 1730.a 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 procure the recordkeeping
copy.
RG 016 Disposition Authority: N1-016-00-3, Item 3.b.(1)
Record Type: Temporary.
Disposition: Destroy/delete
within 180 days after the recordkeeping copy has been produced.
1730.b.(2) Copies for Disseminating, Revising, or Updating
Copies used for disseminating, revising, or updating that are
maintained in addition to the recordkeeping copy.
RG 016 Disposition
Authority: N1-016-00-3, Item 3.b.(2)
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 1800 - Emergency Preparedness & Contingency
Planning
Correspondence files relating to administration and operation of the
emergency planning program, not covered elsewhere in the 1800 file series.
RG 016 Disposition Authority: GRS 18, Item 26
Record
Type: Temporary
Disposition: Destroy when 2 years old.
1800.a Electronic Mail and Word Processing System Copies
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 the 1800 file category. Also
includes electronic copies of records created on electronic mail and word
processing systems that are maintained for updating, revision, or
dissemination.
1800.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 18, Item 30.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced. 1800.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 18, Item 30.b
Record Type: Temporary
Disposition: Destroy/delete when dissemination, revision, or
updating is completed. 1800-1 Administrative Issuances: Emergency
Preparedness & Contingency Planning
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation for emergency
preparedness and contingency planning.
Office of Primary
Interest: OCPM
RG 016 Disposition Authority: GRS 16, Item 1.a
and 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.)]
1800-1-1 External or Non-Series Instructions
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 4.a.
Record Type: Temporary
Disposition: Destroy when
superseded or obsolete. 1810 Emergency Planning Case Files
Case files accumulated by offices responsible for the preparation and
issuance of plans and directives, consisting of a copy of each plan or
directive issued, with related background documents, EXCLUDING one record copy
of each plan or directive issued, if not included in the agency's permanent set
of master directives files. [See notes after this item.]
RG 016
Disposition Authority: GRS 18, Item 27
Record Type: Temporary
Disposition: Destroy 3 years after issuance of a new plan or
directive.
NOTES:
- If the emergency plan is not included in the Department's master
set of directives files, a record set must be maintained and scheduled for
eventual transfer to the National Archives of the United States 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.)
- Emergency planning reports of operations tests, consisting of
consolidated or comprehensive reports reflecting agencywide results of tests
conducted under emergency plans are also permanent and must be scheduled for
transfer to the National Archives of the United States by submission of an SF
115. (Instructions for Standard Form (SF) 115 :
http://www.archives.gov/records_management/
policy_and_guidance/standard_
form_115_instructions.html.)
1820 Emergency Operations Tests Files
Files accumulating from tests conducted under agency emergency plans,
such as instructions to members participating in test, staffing assignments,
messages, tests of communications and facilities, and reports EXCLUDING
consolidated and comprehensive reports.
RG 016 Disposition
Authority: GRS 18, Item 28
Record Type: Temporary
Disposition: Destroy when 3 years old.
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/organizational_files.html
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