Use for general correspondence files of operating procurement units
concerning internal operation and administration matters not covered elsewhere
in this file plan.
RG 016 Disposition Authority: GRS 3, Item 2 Record
Type: Temporary Disposition: Destroy when 2 years old.
5000.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 5000 file series. Also includes
electronic copies of records created on electronic mail and word processing
systems that are maintained for updating, revision, or dissemination.
5000.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 3, Item 18.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
5000.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 3, Item 18.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed.
5000-1 Procurement Policy
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation regarding
procurement.
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Type: Temporary Disposition: Destroy when superseded or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
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.)
5000-1-1 External or Non-Series Instructions: Procurement Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 1.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete. 5002 Routine Procurement Files
Use for contract, requisition, purchase order, lease, and bond and
surety records, including correspondence and related papers pertaining to
award, administration, receipt, inspection and payment (other than real
property files and tax exemption files).
NOTE: Given the complexities of the rules on procurement,
please consult with procurement officials when deciding which of the subitems
to apply to a particular series of records.
5002.a Procurement or purchase organization
copy, and related papers.
5002.a. (1) Transactions Dated on or After July 3, 1995
Transaction dated on or after July 3, 1995 (the effective date of
the Federal Acquisition Regulations (FAR) rule defining "simplified acquisition
threshold").
5002.a. (1) (a) Transactions that exceed the simplified
acquisition threshold and all construction contracts exceeding $2,000.
Disposition Authority: GRS 3, Item 3.a.(1)(a)
Record Type: Temporary Disposition: Destroy 6 years
and 3 months after final payment.
5002.a. (1) (b) Transactions at or below the simplified
acquisition threshold and all construction contracts at or below $2,000.
Disposition Authority: GRS 3, Item 3.a.(1)(B)
Record Type: Temporary Disposition: Destroy 3 years
after final payment. 5002.a. (2) Transactions dated earlier than July 3, 1995.
5002.a. (2) (a) Transactions that utilize other than small
purchase procedures and all construction contracts exceeding $2,000.
Disposition Authority: GRS 3, Item 3.a.(2)(a)
Record Type: Temporary Disposition: Destroy 6 years
and 3 months after final payment.
5002.a. (2) (b) Transactions that utilize small purchase
procedures and all construction contracts under $2,000.
Disposition Authority: GRS 3, Item 3.a.(2)(b)
Record Type: Temporary Disposition: Destroy 3 years
after final payment. [NOTE: Given the complexities of the rules on procurement,
please consult with procurement officials when deciding which of the subitems
to apply to a particular series of records.]
5002.b Obligation Copy
Disposition Authority: GRS 3, Item 3.b Record
Type: Temporary Disposition:Destroy when funds are obligated.
5002.c. Other Copies
Other copies of records described above used by component elements of
a procurement office for administrative purposes.
Disposition Authority: GRS 3, Item 3.c Record
Type: Temporary Disposition: Destroy upon termination or
completion.
5002.d. Data Submitted to the Federal
Procurement Data System (FPDS).
Electronic data file maintained by fiscal year, containing
unclassified records of all procurements, other than small purchases, and
consisting of information required under 48 CFR 4.601 for transfer to
the FPDS.
Disposition Authority: GRS 3, Item 3.d Record
Type: Temporary Disposition: Destroy or delete when 5 years old.
Records Currently Stored in Federal Records
Center(s): [NOTE: Unique procurement files are not covered by this
schedule. With the standardization of the Government-wide procurement process
under the FAR, such files are unlikely to exist. However, if an agency believes
that a procurement file that has long-term research value, notify the Agency
Records Officer. The Agency Records Officer should submit an SF 115.]
5003 Solicited and Unsolicited Bids and Proposals
Files.
5003.a. Successful bids and
proposals.
Disposition Authority: GRS 3, Item 5.a Record
Type: Temporary Disposition: Destroy with related contract case
files (see item 3 of this schedule).
5003.b. Solicited and unsolicited unsuccessful
bids and proposals.
5003.b.(1) Small Purchases
Relating to small purchases as defined in the Federal Acquisition
Regulation, 48 CFR Part 13.
Disposition Authority: GRS 3, Item 5.b.(1)
Record Type: Temporary Disposition: Destroy 1 year
after date of award or final payment, whichever is
later.
5003.b.(2) Relating to transactions above the small purchase
limitations in 48 CFR Part 13.
5003.b.(2)(a) When filed separately from contract case
files.
Disposition Authority: GRS 3, Item 3.d Record
Type: Temporary Disposition: Destroy when related contract is
completed.
5003.b.(2)(b) When filed with contract case
files.
Disposition Authority: GRS 3, Item 3.d Record
Type: Temporary Disposition: Destroy with related contract case
file (see item 3 of this schedule).
5003.c. Canceled solicitations
files.
5003.c.(1) Formal solicitations of
offers
Formal solicitations of offers to provide products or services
(e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations)
which were canceled prior to award of a contract. The files include
presolicitation documentation on the requirement, any offers that were opened
prior to the cancellation, documentation on any Government action up to the
time of cancellation, and evidence of the
cancellation.
Disposition Authority: GRS 3, Item 5.c(1) Record
Type: Temporary Disposition: Destroy 5 years after date of
cancellation.
5003.c.(2) Unopened
bids.
Disposition Authority: GRS 3, Item 5.c(2) Record
Type: Temporary Disposition: Return to
bidder. 5004 Lists or card files of acceptable bidders.
Disposition Authority: GRS 3, Item 5.d Record
Type: Temporary Disposition: Destroy when superseded or
obsolete. 5005 Tax Exemption Files
Tax exemption certificates and related papers.
Disposition Authority: GRS 3, Item 12 Record
Type: Temporary Disposition: Destroy 3 years after period covered
by related account. 5006 Procurement Reports
Use for material pertaining to bids, awards, inspections, and
payments.
FILE by bid number in chronological sequence.
Disposition Authority: NC1-16-84-1, Item 5000-6 Record
Type: Temporary Office of Primary Interest: OPPM - Destroy when 3
years old. Other Offices: Destroy when 1 year old 5007 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
Disposition: Destroy 1 year after the year in which the project is
closed.
Records Currently Stored in Federal Records
Center(s): 5010 USDA Procurement Reporting System
Use for material pertaining to the automated payment system within the
Department that dictates the use of a standard Department-wide procurement
identification system for the purposes of reporting and control.
FILE by subject.
RG 016 Disposition Authority: NC1-16-84-1, Item
5010 Record Type: Temporary Disposition: Destroy when
superseded or obsolete. 5020 Debarred, Suspended, and Ineligible
Bidders
Use for lists of firms and individuals debarred or suspended, or
declared ineligible for any cause.
FILE by bidder's name.
RG 016 Disposition Authority: NC1-16-84-1, Item
5020 Record Type: Temporary Disposition: Destroy when
superseded or obsolete. 5030 Sureties
Use for material pertaining to the requirements stipulated when a bid
performance, payment bond, or individual surety is required.
FILE in chronological sequence.
RG 016 Disposition Authority: NC1-16-84-1, Item
5030 Record Type: Temporary Disposition: Destroy when
superseded or obsolete. 5040 Information Technology Acquisitions
Use for material pertaining to the actual procurement of all
commercially available information technology equipment, software, maintenance
services, and related supplies by Federal agencies and Government contractors
as directed. FILE by assigned number in chronological
sequence. NOTE: See
2000-2 for Agency
Investment Portfolio (Exhibit 53) and Capital Asset Plan and Business Case
(Exhibit 300); see
3100
for information technology architecture, infrastructure and design; see3232 for
information technology asset management; see
3202
for third party services; see
3230
for information technology site management; see
3201
for information technology Performance Criteria Agreements. RG 016
Disposition Authority: NC1-16-84-1, Item 5040 Record Type:
Temporary Disposition: Destroy when superseded or
obsolete. 5050 Contractors' Payroll Files
Use for contractors' payrolls (construction contracts) submitted in
accordance with Department of Labor regulations, with related certifications,
antikickback affadavits, and other related papers.
FILE in chronological
sequence.
RG 016 Disposition Authority: GRS 3, Item
11 Record Type: Temporary Disposition: Destroy 3 years
after completion of contract unless contract performance is subject of
enforcement action on such date. 5060 Departmental Blanket Purchase Arrangements
Use for documentation of blank purchase arrangements, e.g., letters,
purchase orders, or other documents stating to vendor the person(s) authorized
to make individual purchases, how purchases will be placed, i.e., by telephone
or designated persons ordering and pick up supplies from vendor. FILE
by vendor's names.
Office of Primary Interest: OPPM
(PD-OO) RG 016 Disposition Authority: N1-16-84-1, Item 5060
Record Type: Temporary Office of Primary Interest: OPPM
(PD-OO) - Destroy when superseded or obsolete Other Offices: Not
applicable
Records Currently Stored in Federal Records
Center(s): Not applicable 5070 Consulting Services
Use for material pertaining to the lists and costs of prsons who are
members of a particular profession or possess a special skill and who are not
officers or employees of the contractor. FILE in chronological
sequence. Office of Primary Interest: OPPM (PD-OO) RG 016
Disposition Authority: N1-16-84-1, Item 5070 Record Type:
Temporary Office of Primary Interest: OPPM (PD-OO) - Destroy when
superseded or obsolete Other Offices: Not applicable
Records Currently Stored in Federal Records Center(s): Not
applicable 5080 Contract Disputes
Use for material pertaining to disputes relating to the contractor.
Included is a copy of contractors' claims to the Procurement Contracting
Officer and a copy of the Contracting Officer's decision.
NOTE:
Also see Board of Contract Appeals:
1530
FILE in chronological
sequence.
Office of Primary Interest: OPPM (PD-OO) RG 016
Disposition Authority: N1-16-84-1, Item 5080 Record Type:
Temporary Office of Primary Interest: OPPM (PD-OO) - Destroy when
superseded or obsolete Other Offices: Not applicable
Records Currently Stored in Federal Records Center(s): Not
applicable 5090 Small and Disadvantaged Business Utilization
Files
Correspondence, reports, studies, goal statements, and other records
relating to the small and disadvantaged business utilization program, as
required by Pub.L. 95-507.
FILE by program title.
Office of Primary Interest: OPPM (PD-OO) & OSDBU RG 016
Disposition Authority: GRS 3, Item 17 Record Type: Temporary
Disposition: Destroy when 3 years old
Records Currently
Stored in Federal Records Center(s): Not applicable 5100 - Real Property Management
Use for material of a general nature which pertains to the management
and use of buildings and land owned or leased by the Government, including its
proper and economical use and which does not fit elsewhere in this
category.
FILE by agency and location.
RG 016
Disposition Authority: GRS 4, Item 1 Record Type: Temporary
Disposition: Destroy when 2 years old
Records Currently
Stored in Federal Records Center(s): Not applicable 5100-1 Real Property Management Policy and
Procedure
Issuances that originate within Department agencies or staff
offices as interpretations of external directives or enabling legislation
regarding real property management. 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
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.)
5100-1-1 External or Non-Series Instructions: Procurement
Management
Use for material of a directional nature which originates outside
USDA or which originates within USDA but is not part of a formal directive
system. Includes comments and other materials on proposed and existing
instructions.
RG 016 Disposition Authority: GRS 16, Item
1.a. Record Type: Temporary Disposition: Destroy when
superseded or obsolete.
Records Currently Stored in Federal Records
Center(s): Not applicable 5111 Real Property Acquisitions
Title papers documenting the acquisition of real property (by
purchase, condemnation, donation, exchange, or otherwise), excluding records
relating to property acquired prior to January 1, 1921.
FILE by series
number or alphabetically by subject.
NOTE: Records relating to
property acquired prior to January 1, 1921, are not covered and must be
scheduled by submission of a Standard Form (SF) 115 to NARA.
5110.a. Records relating to property acquired after December 31,
1920, other than abstract or certificate of title.
RG 016 Disposition Authority: GRS 3, Item 1.a. Record
Type: Temporary Disposition: Dispose 10 years after
unconditional sale or release by the Government of conditions, restrictions,
mortgages or other liens.
Records Currently Stored in Federal
Records Center(s):
5110.b. Abstract or certificate of title.
RG 016 Disposition Authority: GRS 3, Item 1.b. Record
Type: Temporary Disposition: Transfer to purchaser after
unconditional sale or release by the Government of conditions, restrictions,
mortgages, or other liens. 5112 Leasing
Use for material supporting the Department's authority to lease real
property.
RG 016 Disposition Authority: NC1-16-84-1, Item
5112 Record Type: Temporary Disposition: Destroy when
superseded or obsolete
5112-1 Direct Leasing
Use for case files documenting direct leasing under GSA's delegated
leasing authority. Includes formal lease and supporting documents.
FILE
by location, property identification and agency
RG 016 Disposition
Authority: NC1-16-84-1, Item 5112-1 Record Type: Temporary
Disposition: Retain until lease has been cancelled or
expires. 5120 Land Utilization
Use for material pertaining to the utilization of government-owned
land (including excess land). Includes utilization survey reports made by USDA
and GSA.
FILE by location, property identification and
agency
RG 016 Disposition Authority: NC1-16-84-1, Item
5120 Record Type: Temporary Disposition: 5130 Real Property Files
Records necessary or convenient for the use of real property sold,
donated, or traded to non-Federal ownership, including, if pertinent as
determined by the releasing agency, site maps and surveys, plot plans,
architect's sketches, working diagrams, preliminary drawings, blueprints,
master tracings, utility outlet plans, equipment location plans,
specifications, construction progress photographs, inspection reports, building
and equipment management and maintenance records, allowance lists, and
duplicate copies of title papers, provided (a) that the records can be
segregated without harm to other documents of enduring value, (b) that no
responsibility attaches to the Government because of disagreement between the
transferred documents and the physical condition of the property at the time of
conveyance, and (c) that if the property is released for historical use or
purpose, the user agrees to retain them and return them to the Federal
Government immediately upon the discontinuance of its use for historical
purposes.
NOTE: Case files on the disposal of surplus real and
related personal property and excess real property reports are not covered by
the GRS because some of these files may have long-term legal value. Agencies
must schedule these series by submitting an SF 115 to NARA.
RG 016
Disposition Authority: GRS 4, Item 4 Record Type: Temporary
Disposition: Transfer to new custodian upon completion of sale,
trade, or donation proceedings, or acceptance of purchase money mortgage.
5130-1 Excess Real Property Reports
Use for excess property reports and supporting documents.
FILE by location, property identification and agency.
RG
016 Disposition Authority: GRS 4, Item 2 Record Type: Temporary
Disposition: Destroy when 3 years old
Records Currently
Stored in Federal Records Center(s): 29 Cubic Feet, 1999
5140 Historical Significance / Preservation
Use for material pertaining ot the criteria set forth in the National
Historic Preservation Act of 1966, Executive Order 11593, and the Advisory
Council on Historical Preservation Guideline (39 FR 3366, 1-25-74).
Additionally, Departmental policy on management enhancement and protection of
cultural resources.
FILE alphabetically by subject.
RG
016 Disposition Authority: NC1-16-84-1, Item 5140 Record Type:
Temporary Disposition: Destroy when superseded or
obsolete
Records Currently Stored in Federal Records Center(s):
5150 Relocation Assistance
Use for supporting material used in the implementation and/or
management of the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 applicable to the displacement and relocation of
individuals, families, businesses, farms, etc., because of direct federal and
federally assisted programs.
FILE by subject.
RG 016
Disposition Authority: NC1-16-84-1, Item 5150 Record Type:
Temporary Disposition: Destroy when superseded or
obsolete
Records Currently Stored in Federal Records
Center(s):
5160 Official Agency Symbols, Use of
Use for material pertaining to posted official signs of a prohibitory,
regulatory, or directory nature and such subjects as use of Department seal;
the Secretary's and Department's flag; naming of Department facilities;
memorials, plaques, corner stones, etc.
FILE by
subject.
Office of Primary Interest: OPPM RG 016
Disposition Authority: NC1-16-84-1, Item 5160 Record Type:
Temporary Disposition: Destroy when superseded or obsolete.
Records Currently Stored in Federal Records Center(s):
5200 - Personal Property Management
Use for material of a general nature which pertains to nonexpendable
equpment, acquisition, maintenance and disposal. Personal property includes
such items as furniture and office equipment.
FILE by subject and
agency if applicable.
Office of Primary Interest: OPPM RG
016 Disposition Authority: NC1-16-84-1, Item 5200 Record Type:
Temporary Disposition: Destroy when 3 years old.
Records
Currently Stored in Federal Records Center(s):
5200.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.
5200.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 6, Item 12a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
Records Currently Stored in Federal Records
Center(s):
5200.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 6, Item 12b Record Type: Temporary
Disposition: Destroy/delete when dissemination, revision, or
updating is completed. 5200-1 Administrative Issuances: Personal
Property Management
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation regarding
personal property management. Includes case files related to the issuance 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.
5200-1-1 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. 5200-2 Personal Property Accountability List /
Index
Use for listings which provide a means for accounting for personal
property. Includes master property printouts, station listings, working capital
and appropriated funds listings, etc.
FILE in chronological
sequence.
RG 016 Disposition Authority: GRS 3, Item
9 Record Type: Temporary Disposition: Destroy 2 years from
date of list. 5200-4 Excess and Surplus Property Reports
Files contain records documenting purchases and intra/agency transfer.
Printouts are generated from these records.
FILE by subject, agency, and
state.
RG 016 Disposition Authority: GRS 4, Item 2 Record
Type: Temporary Disposition: Destroy when 3 years
old. 5200-5 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 Disposition: Destroy 1 year after
the year in which the project is closed. 5300 - Supply Management
Files of reports on supply requirements and procurement matters
submitted for supply management purposes (other than those incorporated in case
files or other files of a general nature), exclusive of Department of Defense
Reports reflecting procurement under exemptions authorized under Section 201(a)
of the Federal Property and Administrative Services Act of 1949 (40 U.S.C.
481).
FILE by subject in chronological sequence.
RG 016
Disposition Authority: GRS 4, Item 4 Record Type: Temporary
Disposition: Destroy when 2 years old.
5300.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 5300 series. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
5300.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 3, Item 18.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
5300.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 3, Item 18.b Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or
updating is completed. 5300-1 Supply Management Policy and
Procedure
Issuances that originate within Department agencies or staff
offices as interpretations of external directives or enabling legislation
regarding supply management. 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
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.)
5300-1-1 External or Non-Series Instructions: Supply Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 1.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
Not applicable 5300-2 Inventory Requisition File
Requisitions for supplies and equipment for current
inventory.
RG 016 Disposition Authority: GRS 3, Item 8.a and
b Record Type: Temporary Disposition: Stockroom copy -
Destroy 2 years after completion or cancellation of requisition. All other
copies - Destroy when 6 months old.
Records Currently Stored in
Federal Records Center(s): 5300-3 Inventory Files
5300-3.a. Inventory lists
RG 016 Disposition Authority: GRS 3, Item 9.a Record
Type: Temporary Disposition: Destroy 2 years from date of list.
5300-3.b. Inventory cards.
FILE by Federal stock number or classification assigned to each supply
item.
RG 016 Disposition Authority: GRS 3, Item 9.b Record
Type: Temporary Disposition: Destroy 2 years after
discontinuance of item, 2 years after stock balance is transferred to new card
or recorded under a new classification, or 2 years after equipment is removed
from agency control. 5300-4 Store Invoice Files
Invoices or equivalent papers used for stores accounting purposes.
RG 016 Disposition Authority: GRS 8, Item 2 Record
Type: Temporary Disposition: Destroy when 3 years
old. 5300-5 Stores Accounting Files
Stores accounting returns and reports.
RG 016 Disposition
Authority: GRS 8, Item 3 Record Type: Temporary
Disposition: Destroy when 3 years old. 5300-6 Working Papers
Working files used in accumulating stores accounting data.
RG 016 Disposition Authority: GRS 8, Item 4 Record Type:
Temporary Disposition: Destroy when 2 years old. 5300-7 Report of Survey Files
Report of survey files and other papers used as evidence for
adjustment of inventory records, not otherwise covered in the above categories.
FILE in chrological sequence.
RG 016 Disposition
Authority: GRS 3, Item 9.c Record Type: Temporary
Disposition: Destroy 2 years after date of survey action or date of
posting medium. 5300-8 Project Control: Supply Management
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 Disposition: Destroy 1 year after
the year in which the project is closed. 5400 - Fleet Management
Correspondence in the operating unit responsible for maintenance and
operation of motor vehicles not otherwise covered in this schedule.
FILE by subject, organization and chronologically.
RG 016
Disposition Authority: GRS 10, Item 1 Record Type: Temporary
Disposition: Destroy when 2 years old.
5400.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 5400 file series. Also includes
electronic copies of records created on electronic mail and word processing
systems that are maintained for updating, revision, or dissemination.
5400.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 10, Item 8.a Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping
copy has been produced.
5400.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 10, Item 8.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising,
or updating is completed.
5400-1 Procurement Policy
Issuances that originate within Department agencies or staff offices
as interpretations of external directives or enabling legislation regarding
fleet management.
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
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.)
5400-1-1 External or Non-Series Instructions: Procurement Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 1.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete. 5400-2 Leasing Motor Vehicles
Use for material which pertains to obtaining authority to lease
General Services Administration vehicles or authority to lease commercially for
agencies serviced by Departmental Administration. Also includes General
Services Administration approvals or disapprovals.
FILE by agency,
subject and vendor.
RG 016 Disposition Authority: NC1-16-84-1,
Item 5400-2 Record Type: Temporary Disposition: Destroy
when 3 years old. 5400-3 Motor Vehicle Operator Files
Records relating to individual employee operation of Government-owned
vehicles, including driver tests, authorization to use, safe driving awards,
and related correspondence.
FILE by agency and alphabetically by
employee.
RG 016 Disposition Authority: GRS 10, Item
7 Record Type: Temporary Disposition: Destroy 3 years
after separation of employee or 3 years after recision of authorization to
operate Government-owned vehicle, whichever is sooner. 5400-4 Motor Vehicle Accident Files
Records relating to motor vehicle accidents, maintained by
transportation offices, including SF 91, Motor Vehicle Accident Report,
investigative reports, and SF 94, Statement of Witness.
FILE by agency,
subject and vendor.
RG 016 Disposition Authority: GRS 10, Item
5 Record Type: Temporary Disposition: Destroy 6 years
after case is closed. 5400-5 Gasoline Sales Tickets
Hard copies of sales tickets filed in support of paid vouchers for
credit card purchases of gasoline.
RG 016 Disposition Authority:
GRS 6, Item 7 Record Type: Temporary Disposition: Destroy
after GAO audit or when 3 years old, whichever is sooner. 5400-6 Motor Vehicle Report Files
Reports on motor vehicles (other than accident reports5400-4, operating 5400-3, and
maintenance reports 5400), including SF 82 - Agency Report
of Motor Vehicle Data.
RG 016 Disposition Authority: GRS 10,
Item 4 Record Type: Temporary Disposition: Destroy 3 years
after date of report. 5400-7 Project Control: Motor Vehicles
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 Disposition: Destroy 1 year after
the year in which the project is closed. 5500 Energy Management
Use for material of a general nature which pertains to actions taken to
conserve energy and manage fuel resources which does not fit elsewhere in this
category. Included is the relationship of energy to the operation and
maintenance of agriculture facilities, utilities and equipment, and associated
projects.
FILE in chronological sequence.
RG 016 Disposition
Authority: NC1-16-84-1, Item 5500 Office of Primary Interest:
Office of Budget and Program Analysis Record Type: Temporary
Disposition: OBPA - Destroy when 3 years old; Other Offices: Destroy
when 2 years old.
5500.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 5500 series. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
5500.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.
5500.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. 5500-1 Energy Management Policy and
Procedure
Issuances that originate within Department agencies or staff
offices as interpretations of external directives or enabling legislation
regarding energy management.
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
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.)
5500-1-1 External or Non-Series Instructions: Energy Management
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 1.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
Not applicable 5500-2 Energy Conservation Reports
Use for material pertaining to energy consumption, projected fuel
requirements, fuel availability and storage capacity, boiler plant equipment
data, and similar reports. Department of Energy data requirements, and
information collected for higher level agencies, and related
documents.
FILE by agency.
RG 016 Disposition Authority:
NC1-16-84-1, Item 5500-2 Office of Primary Interest: Office of Budget
and Program Analysis Record Type: Temporary Disposition:
OBPA - Destroy when no longer needed for reference. Other Offices: Destroy when
2 years
Records Currently Stored in Federal Records Center(s):
Not applicable
5500-3 Project Control: Energy Management
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 Disposition: Destroy 1 year after
the year in which the project is closed. 5600 - Environmental Protection
Use for general material pertaining to action taken within USDA to
reduce environmental pollution.
FILE chronologically by agency and
location.
RG 016 Disposition Authority: NC1-16-84-1, Item
5600 Office of Primary Interest: Natural Resources &
Environment Record Type: Temporary Disposition: NRE -
Destroy when 3 years old; Other Offices - Destroy when 1 year old.
5600.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 5600 series. Also includes electronic
copies of records created on electronic mail and word processing systems that
are maintained for updating, revision, or dissemination.
5600.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.
5600.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. 5600-1 Environmental Protection Policy and
Procedure
Issuances that originate within Department agencies or staff
offices as interpretations of external directives or enabling legislation
regarding Environmental Protection.
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
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.)
5600-1-1 External or Non-Series Instructions: Environmental
Protection
Use for material of a directional nature which originates outside USDA
or which originates within USDA but is not part of a formal directive system.
Includes comments and other materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item 1.a. Record
Type: Temporary Disposition: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
Not applicable 5600-2 Environmental Pollution Reduction
Use for material pertaining to the criteria, practice and application
of measures to prevent water, air, noise, or ground pollution or to reduce such
pollution as may exist. Included are inventories of sources of pollution,
annual reports describing progress in accomplishing objectives of environmental
pollution reduction plans, and related or similar
documents.
NOTE: Environmental Protection Agency has record
copy.
FILE chronologically by agency and location.
RG 016
Disposition Authority: NC1-16-84-1, Item 5600-2 Office of Primary
Interest: Natural Resources & Environment (NRE) Record Type:
Temporary Disposition: NRE - Destroy when superseded or obsolete or
no longer needed for reference; Other Offices - Destroy when superseded or
obsolete or no longer needed 5600-3 Environmental Pollution Complaints
Use for material pertaining to complaints regarding alleged
environmental pollution by agricultural activities. Included are letters of
complaint, investigations or studies; replies to complaints; and similar or
related documents.
FILE chronologically by agency and
location.
RG 016 Disposition Authority: NC1-16-84-1, Item
5600-3 Office of Primary Interest: Natural Resources &
Environment (NRE) Record Type: Temporary Disposition: NRE
- Destroy 6 years after complaint has been resolved; Other Offices - Destroy
when 1 year old. 5600-4 Environmental Progress Reports
Use for material pertaining to the progress in accomplishing
objectives to reduce environmental pollution.
FILE by subject in
chronological order.
RG 016 Disposition Authority: NC1-16-84-1,
Item 5600-4 Office of Primary Interest: Natural Resources &
Environment (NRE) Record Type: Temporary Disposition: NRE
- Destroy when 3 years old; Other Offices - Destroy when 1 year
old. 5600-5 Project Control: Environmental
Protection
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 Disposition: Destroy 1 year after
the year in which the project is closed.
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/procurement_property_files.html
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