
| Page # | Item # | DESCRIPTION OF ITEM (With Inclusive Dates of Retention Periods) |
Sample or Job No. | Action Taken | |
1 |
Approved Request For Record Disposition Authority On January 24, 1978, as a result of a USDA reorganization, the former Agricultural Research Service (ARS), Cooperative State Research Service (CSRS), Extension Service (ES), and the National Agricultural Library (NAL) were consolidated into one Agency--The Science and Education Administration (SEA). In addition, SEA was assigned new program responsibilities contained in the National Agricultural Research, Extension, and Teaching Act of 1977. SEA's basic mission is to improve the nationwide effectiveness of research, extension, and teaching in the food and agricultural sciences. Further USDA organization changes were made in 1979, which transferred those functions, responsibilities and delegations of authority related to science and education from the Assistant Secretary for Conservation, Research, and Education, to the Director of Science and Education. Effective July 20, 1979, the Director of the Science and Education Administration reports directly to the Secretary of Agriculture. (See the attached Secretary's memorandum No. 1993, dated July 23, 1979.) This schedule covers administrative and certain program schedule covers administrative and certain program records of SEA. Disposal authority for records series not covered in this schedule will be requested from NARS on supplemental requests. |
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| 2 | All previously approved schedules for the former ARS, CSRS, ES, and NAL are superseded. Several machine-readable records systems are presently being developed. These will include information described in items 204, 208, 209, 210, 211, 212, 213, and 216. Once the systems become fully operational, each will be scheduled using SF-115, Request for Records Disposition. | ||||
| 1 | Director's Central
Correspondence File a. Correspondence, reports, and related material signed or originated by the SEA Management Team which document the functions and activities of SEA. Files include material pertaining to program planning, and other activities of a precedent-setting, policy-forming nature that apply specifically to SEA in connection with Federal, State, and industrial institutions; trade associations, universities; public and private laboratories; private companies; other nonresearch groups, and foreign countries. Files are arranged alphabetically by subject-numeric filing scheme. Excludes housekeeping files covered in Item lb. |
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Creating Office or to FARC Office of Director's Central File, which-ever is applicable. |
PERMANENT. Transfer when 3 years old. Offer to NARS when 15 years old in 3-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation is approximately 14 cubic feet. Volume on hand: 94 cubic feet. | |||||
| b. Administrative Files. Correspondence, reports, and related material pertaining to housekeeping activities of SEA, such as personnel, budget, accounting, property, travel, and procurement. | |||||
Creating Office or Office of Director's Central File, which-ever is applicable. |
Destroy when 15 years old. | ||||
| 2A | 1 | c. Pink Alphabetical Name File - used as finding media for the Director's correspondence. File is arranged alphabetically by name of addressee. | |||
Creating Office or Office of Director's Central File, which-ever is applicable. |
PERMANENT. Transfer to FARC when 3 years old. Offer to NARS when 15 years old in 3-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 3 cubic feet. Volume on hand: 18 cubic feet |
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| 3 | 2 | Convenience
Records Records containing condensed information on the specialties of the office or the individual, including aids such as extra copies of correspondence, bibliographies, card indexes, translations, and related material. |
NN-173-18 Item 13 | ||
All Offices: |
Destroy when obsolete or superseded. | ||||
ACCOUNTABLE OFFICERS' FILES |
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| 3 | Site Audit Records a. Original or ribbon copy of accountable officers' accounts maintained for site audit by GAO auditors, consisting of statements of transactions, statements of accountability, collection schedules, collection vouchers, disbursement schedules, disbursement vouchers, and all other schedules and vouchers, exclusive of freight records or payroll records. Site audit records include, but are not limited to, the Standard Forms listed below, as well as equivalent SEA or USDA forms used to document the basic financial transactions described above. SF 224, Statement of Transactions SF 1034, Public Voucher for Purchases and Services Other Than Personal SF 1036, Statement of Certificate and Award SF 1047, Public Voucher for Refunds SF 1069, Voucher for Allowance at Foreign Posts of Duty SF 1080, Voucher for Transfer Between Appropriations and/or Funds SF 1081, Voucher and Schedule of Withdrawals and Credits SF 1096, Schedule of Voucher Deductions SF 1097, Voucher and Schedule to Effect Correction of Errors SF 1098, Schedule of Canceled Checks SF 1113, Public Voucher for Transportation Charges SF 1114, Bill of Collection SF 1114A, Official Receipt SF 1114B, Collection Voucher SF 1129, Reimbursement Voucher |
GRS-6 Item la |
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| 4 | 3 | continued - Site
Audit Records SF 1143, Advertising Order SF 1145, Voucher for Payment Under Federal Tort Claims Act SF 1154, Public Voucher for Unpaid Compensation Due a Deceased Civilian Employee SF 1156, Public Voucher for Fees and Mileage of Witness SF 1166, Voucher and Schedule of Payments SF 1185, Schedule of Undeliverable Checks for Credit to Government Agencies SF 1218, Statement of Accountability (Foreign Service Account) SF 1219, Statement of Accountability SF 1220, Statement of Transactions According to Appropriation, Funds,& Receipt Accounts SF 1221, Statement of Transactions According to Appropriation, Funds, and Receipt Accounts (Foreign Service Account) |
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Financial-Management Division: |
Destroy 6 years and 3 months after the period of the account | ||||
| b. Memorandum or extra copies of accountable officers' returns including statements of transactions and accountability, all supporting vouchers, schedules, and related papers not covered elsewhere in this Schedule. (Excludes freight records and payroll records.) | GRS-6 Item 1b |
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Financial Management Division: |
Destroy 3 years after the Period of the account. | ||||
| 4 | General Fund
Files Records relating to availability, collection, custody, and deposit of funds including correspondence, appropriation warrants and certificates of deposit (SF 201, 209, and 219), other than those records covered by Item 3 of this Schedule. |
GRS-6 Item 4 | |||
Financial Management Division: |
Destroy when 3 years old. | ||||
| 5 | 5 | Accounting
Administrative Files a. Correspondence, reports, and other data relating to the development and implementation of policies, plans, standards, and procedures for accounting and financial management in SEA, not covered elsewhere in this Schedule. |
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(1) Financial Management Division: (2) Other Offices: |
Destroy when 7 years old. Destroy when 3 years old or when superseded or obsolete whichever is later. |
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| b. Correspondence, reports, and other data relating to voucher preparation, administrative audit, and other accounting and disbursing operations, not covered elsewhere in this Schedule. | |||||
All Offices: |
Destroy when 3 years old. | GRS-6 Item 5b |
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| c. Correspondence, reports, and other data relating to accounting and disbursing operations, which is used for workload and personnel management purposes. | |||||
| All Offices: | Destroy when 2 years old. | GRS-6 Item 5a |
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| 5A | 6 | Federal Personnel
Surety Bond Files a. Official copies of the bond and attached powers of attorney, with related correspondence. (1) Bonds purchased prior to January 1, 1956. |
GRS-6 Item 6a(l) |
||
Financial Management Division: |
Destroy 15 years after bond becomes inactive | ||||
(2) Bonds purchased after December 31, 1955. |
GRS-6 Item 6a(2) | ||||
Financial Management Division: |
Destroy 15 years after the end of the bond premium period | ||||
| b. Other bond files, including other copies and related papers, with related correspondence. | GRS-6 Item 6b | ||||
Financial Management Division: |
Destroy when bond becomes inactive or after end of the bond premium period. | ||||
| 7 | GAO Exception Files | GRS-6 Item 2 |
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| General Accounting Office notices of exceptions, such as Standard Form 1100, formal or informal, and related correspondence. | |||||
Financial Management Division: |
Destroy 1 year after exception has been reported as cleared by GAO. | ||||
| 6 | 8 | Certificates of
Settlement Files Copies of certificates of settlement of accounts of accountable officers, statements of differences, and related records, including correspondence. a. Certificates covering closed account settlements, supplemental settlements, and final balance settlements. |
GRS-6 Item 3a |
||
Financial Management Division: |
Destroy 2 years after date of settlement. | ||||
| b. Certificates covering periodic settlements. | GRS-6Item 3b | ||||
Financial Management Division: |
Destroy when subsequent certificate of settlement is received | ||||
| 9 | Gasoline Sales
Tickets Hard copies of sales tickets filed in support of paid invoices for credit card purchases of gasoline. |
GRS-6 Item 7 |
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Financial Management Division: |
Destroy after GAO audit or when 3 years old, whichever is sooner. | ||||
| 10 | Telephone Toll
Tickets Originals and copies of toll tickets filed in support of telephone toll call payments. |
GRS-6Item 8 | |||
Financial Management Division: |
Destroy after GAO audit or when 3 years old, whichever is sooner. | ||||
| 11 | Telegrams Originals and copies of telegrams filed in support of telegraph bills |
GRS-6 Item 9 | |||
Financial Management Division: |
Destroy after GAO audit or when 3 years old, whichever is sooner. | ||||
| 7 | 12 | Imprest Fund Records maintained by Imprest Fund Cashiers, verifiers, and auditors pertaining to payments from imprest funds. Includes: SF-211, Request for and Designation of Cashier; SF-1129, Reimbursement Voucher; SF-1164, Claim for Reimbursement for Expenditures on Official Business; SF-1165, Receipt for Cash--Subvoucher; SF-1191, Request for Change in imprest Fund; AD-358, Verification of Imprest Cash; AD-359, Cashier Account Audit; AD-615, Application for Advance of Fund; AD-661, Cashier Subvoucher Register; Unnumbered form--Application for Advance of Fund Log. |
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Imprest Fund Cashiers, SEA auditors and verifiers: |
Destroy when 3 years old. | ||||
| 8 | 13 | AUDIOVISUAL RECORDS Audiovisual records and related files created by or for SEA, and predecessor agencies, as well as those acquired during the course of business. Audiovisual records over 30 years old must be offered to the, National Archives and Records Service before applying the disposition instructions contained in this Schedule NOTE: All audiovisual records not covered in this Schedule which are considered to have potential research, legal, or historical value should be brought to the attention of the AOD or Regional Records Management Officers who will initiate a request for an appropriate disposition authority from NARS. a. Still photography, including slide sets, filmstrips glass negatives, and lantern slides. Black and White Photography: The original negative and a captioned print. Color photography: The original color transparency or color negative, a captioned print, and an internegative if one is available. Other still pictorial records: The original and a reference print of each. (1) Still photography shot for inclusion in SEA publications at headquarters and field levels, such as Agricultural Research. Newsmakers, Extension Review, Special Reports, and similar publications. |
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Information Staffs: |
PERMANENT. Submit to USDA Photo Library for appropriate disposition, in accordance with 3 AR, Chapter 9. | ||||
| 8A | 13 | a. Still Photography
continued (2) Still photography relating to significant research activities, progress of studies, surveys, new technology, and not covered elsewhere in this Schedule. |
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Office of Primary Responsibility: |
PERMANENT. Offer to NARS when no longer needed for administrative use or when 5 years old. | ||||
| (3) Still photographs of SEA, officials used for meetings and special occasions. | |||||
All Offices: |
Destroy when no longer needed for administrative use. | ||||
| (4) Photographs of routine award ceremonies, social events, and activities not related to the mission of SEA or predecessor agencies. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (5) Line copies of charts and graphs. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (6) Line and halftone negatives, screened paper prints, and offset lithographic plates used for photomechanical reproduction. | |||||
All Offices: |
Destroy when no longer needed for reprinting the publication. | ||||
| (7) Personnel identification or passport photographic negatives. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| 8B | 13 | Still Photography
(continued) (8) Duplicate items (in excess of those elements, required for preservation, duplication, and reference by 41 CFR 101-4. 11-4.) |
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All Offices: |
Destroy when no longer needed. | ||||
| (9) Still photography which is faulty or of inferior technical quality. | |||||
All Offices: |
Destroy immediately. | ||||
| (10) Still photography which is included as part of a project file, case file, report, or a similar type of record. | |||||
All Offices: |
Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part. | ||||
| b. Motion Picture
Files, including negatives, masters, and prints of productions and unedited outtakes
and trims. (1) Agency sponsored films: the original negative or color original plus separate sound track, an intermediate master positive or duplicate negative plus optical sound track, and a sound projection print or a 3/4 inch videocassette copy; Acquired films: two projection prints or one projection print and a 3/4 inch videocassette copy; Unedited footage: the original negative or color original, work print, and an intermediate master positive or duplicate negative if one exists, appropriately arranged, labeled, and described. PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. |
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| 8C | 13 | b. Motion Picture
Files continued (2) SEA-sponsored television news releases and information reports. |
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All Offices: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| (3) Films acquired from outside sources (not-covered elsewhere in this Schedule) that document or are used to carry out SEA programs. | |||||
All Offices: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use . | ||||
| (4) SEA-sponsored films shot for scientific use. | |||||
Originating Office: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| 8D | 13 | b. Motion Picture
Files, continued (5) Stock footage, outtakes and trims created during the course of a SEA-sponsored production. |
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All Offices: |
Offer through Video and Film Center (USDA-OGPA) immediately upon completion of production for deposit in the Stock Film Library, Audiovisual Archives Division (NARS). | ||||
| (6) Films produced under program agreements that are submitted to SEA. | |||||
Office of Primary Responsibility: |
Offer to NARS with related program agreement records covered in Items 102 and 103 of this Schedule. | ||||
| (7) Films that are faulty or of inferior technical quality. | |||||
All Offices: |
Destroy immediately. | ||||
| (8) Noncurrent Original script material with related correspondence and background material. | |||||
Office of Primary Responsibility: |
PERMANENT. Transfer to NARS immediately. | ||||
| Volume on Hand (HQ) is approximately 5 cubic feet. | |||||
(9) Films acquired from outside sources for personnel and management training. |
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All Offices: |
Destroy when no longer needed. | ||||
| 8E | 13 | b. Motion Pictures
continued (10) Films acquired from outside sources for personnel entertainment and recreation. |
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All offices: |
Destroy when no longer needed. | ||||
| (11) SEA-sponsored films shot for personnel and management training. | |||||
Personnel offices: |
Destroy when obsolete or no longer needed for administrative use. | ||||
| (12) Footage documenting routine surveillance operations that is not used in official administrative or judicial proceedings. | |||||
All offices: |
Destroy when no longer needed. | ||||
| (13) Footage that documents routine medical procedures. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (14) Duplicate prints (in excess of those elements required for preservation, duplication, and reference by 41 CFR 101.411-4) | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (15) Films that are included as part of a project file, case file, report, or a similar type of record. | |||||
All Offices: |
Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part. | ||||
| 9 | 13 | c. Video
Recordings (1) SEA-sponsored video productions intended for public distribution, including information and educational productions. Consisting of the original or earliest generation of the recording and a dubbing if. one exists. |
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All Offices: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| (2) SEA-sponsored television news releases or information reports. | |||||
All Offices: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| (3) Programs produced under program agreements that are submitted to SEA. | |||||
All Offices: |
PERMANENT. Offer to NARS with related agreement records covered in Items 102 and 103 of this Schedule. | ||||
| 9A | 13 | c. Video Recordings
continued (4) Programs acquired from outside sources (not covered elsewhere in this Schedule) that document or are used to carry out SEA programs. |
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All Offices: |
PERMANENT. Offer to NARS when no longer needed for administrative use or when 5 years old. | ||||
| (5) Media appearances by top SEA officials. | |||||
Office of Primary Responsibility: |
PERMANENT. Offer to NARS when no longer needed for administrative use or when 5 years old. | ||||
| (6) Documentary recordings shot for scientific use, not covered elsewhere in this Schedule. | |||||
Office of Primary Responsibility: |
PERMANENT. Offer to NARS when no longer needed for administrative use or when 5 years old. | ||||
| (7) Video recordings that have been transferred by visual or electronic processes to motion picture film. | |||||
All Offices: |
Dispose of after verifying the adequacy of the film copy. | ||||
| (8) Video recordings that are included as part of a project file, case file, report or a similar type of record. | |||||
All Offices: |
Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part | ||||
| 9B | 13 | c. Video Recordings
continued (9) Programs acquired from outside sources for. personnel and management training. |
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All Offices: |
Destroy when no longer needed. | ||||
| (10) Programs acquired from outside sources for personnel entertainment and recreation. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (11) Rehearsal or practice tapes. | |||||
All Offices: |
Destroy immediately. | ||||
| (12) Internal personnel and administrative training programs that do not reflect the mission of SEA. These include "role-play" sessions, management and supervisory instruction, etc. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (13) Recordings documenting routine surveillance operations that are not used in official administrative or judicial proceedings. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (14) Recordings that document routine medical procedures. | |||||
| All Offices: | Destroy when no longer needed. | ||||
| (15) Recordings that document recreational or social events. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| 9C | 13 | c. Video Recordings
continued (16) Recordings that document routine meetings and award presentations. |
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All Offices: |
Destroy when no longer needed. | ||||
| (17) Duplicate dubbings (in excess of those elements required for preservation, duplication and reference by 41 CFR 101.411-4.) | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (18) Recordings that are considered to be faulty or of inferior quality. | |||||
All Offices: |
Destroy immediately. | ||||
| d. Sound
Recordings: (1) SEA-sponsored radio programs intended for public broadcast. Sound recordings consisting of Conventional mass-produced, multiple copy disc recordings; the master tape, matrix or stamper, and one disc pressing; Magnetic audio tape recordings (reel-to-reel, cassette or cartridge); the original or earliest generation of each recording, and a dubbing, if one exits. |
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All Offices: |
PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| (2) SEA-sponsored radio news releases and information programs. | |||||
| All Offices: | PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. | ||||
| 9D | 13 | d. Sound Recordings
continued (3) Sound recordings that are included as part of a project file, case file, report, or a similar type of record. |
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All Offices: |
Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part. | ||||
(4) Sound recordings that are faulty or technically poor recordings. |
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All offices: |
Dispose of immediately. | ||||
(5) Premix sound elements created during the course of a motion picture, television, or radio production. |
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All Offices: |
Destroy immediately after use. | ||||
(18) Library sound recordings (e.g., effects, music). |
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All Offices: |
Destroy when no longer needed. | ||||
(7) Daily or spot news recordings available to local radio stations on a call-in basis. |
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All Offices: |
Destroy when no longer needed. | ||||
(8) Duplicate dubbings (in excess of those elements required for preservation, duplication, and reference by 41 CFR 101.411-4) |
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All Offices: |
Destroy when no longer needed. | ||||
(9) Recordings of meetings that are made exclusively for notetaking or transcription. |
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All Offices: |
Destroy immediately after use. | ||||
(10) Dictation belts or tapes. |
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All Offices: |
Destroy immediately after use. | ||||
| 9E | 13 | d. Sound Recordings
continued (11) Recordings of public meetings or speeches, agency sponsored conferences, guest speakers, testimony of agency officials before Congress and other hearings. PERMANENT. Offer to NARS when 5 years old or when no longer needed for administrative use. |
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| e. Graphic Arts (1) Viewgraphs |
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All Offices: |
Destroy when outdated or no longer needed. | ||||
| (2) Artwork for handbills, flyers, posters, other graphics locally distributed. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (3) Handbills, flyers, posters, and other graphics distributed locally. | |||||
All Offices: |
Destroy when no longer needed. | ||||
| (4) Artwork for nationally distributed posters. | |||||
Originating Offices: |
Contact AOD or regional RMO who will initiate a request for appropriate disposition authority from NARS. | ||||
| (5) Posters distributed nationally. | |||||
Originating Office: |
Contact AOD or Regional RMO who will initiate a request for an appropriate disposition authority from NARS. | ||||
| 9F | 13 | f. Related
Documentation (1) Production files or similar files that document origin, development, acquisition, use, and ownership. May include scripts, contracts, transcripts, releases, etc |
GRS-21 Item 5b | ||
All Offices: |
Dispose of according to instructions covering the related audiovisual records. | ||||
| (2) Finding aids for identification, retrieval, or use. May include related audiovisual indexes, catalogs, shelf lists, log books, caption sheets, shotlists, continuities, etc. | GRS-21 Item 5a | ||||
All Offices: |
Dispose of according to instructions covering the related audiovisual records. | ||||
| 10 | AUDITS, INVESTIGATIONS, AND REVIEWS |
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| 14 | Audits,
Investigations, and Reviews Case files consisting of formal reports, correspondence, exhibits, and related papers pertaining to the review and appraisal of SEA programs and procedures or of known or alleged irregularities and violations of laws and regulations relating to SEA programs and personnel. a Audits conducted by agencies outside SEA, e.g., General Accounting Office, Office of Inspector General, etc. |
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(1) Office of Director or other Designated official: |
Destroy 8 years after case is closed. | ||||
(2) Other Offices: |
Destroy 3 years after case is closed. | ||||
| b. Investigations conducted by agencies outside SEA, e.g., Office of Inspector General, General Accounting Office, etc. | |||||
(1) Office of Director or other Designated Official: |
Destroy 15 years after case is closed. | ||||
(2) Other Offices: |
Destroy 3 years after case is closed. | ||||
| c. Audits of State Extension Service Offices, including Food and Nutrition Program and 1890 Land-Grant College Programs. | NN1-33-77-1 Item 21 |
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Office Conducting the Audit: |
Destroy 6 years after the audit is completed. | ||||
| 11 | 14 | Audits,
Investigations, and Reviews Continued d. Management Improvement Studies conducted by the Organization and Management Development Staff (OMDS), not covered elsewhere in this Schedule. |
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(1) OMDS: |
Destroy when 15 years old. | ||||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| e. Assistance Reviews and Evaluations conducted by Administrative Management Divisions and Regional Admini strative-Offices, relating to housekeeping activities. (Does not include Personnel Management Evaluations covered elsewhere in this Schedule.) | |||||
(1) Office Conducting: |
Destroy 3 years after next review the Review is conducted. | ||||
(2) Other Offices: |
Destroy after next review is conducted. | ||||
| 15 | BUDGET-APPROPRIATIONS Budget Correspondence Files Letters, memorandums, tabulations, reports, and other correspondence relating to the preparation of the annual budget of the SEA and predecessor agencies. Records include input from subordinate units, preliminary estimates and justifications, record of changes and modifications, and other procedural correspondence documenting how the budget was developed. |
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| a. Budget Division: | Destroy when 10 years old. | NC1-310-77-1 Item 1 | |||
| b. Other Offices: | Destroy when 5 years old. | ||||
| 12 | 16 | Budget Estimate
and Justification Files Files contain appropriation language sheets, narrative statements, project and geographic reports, and related schedules and supporting data. |
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| a. Budget Division: | Destroy when 10 years old. | NC1-310-77-1 Item 2 | |||
| b. Other Offices: | Destroy when 5 years old. | NN-173-18 Item 7A | |||
| 17 | Budget
Apportionment Files Apportionment and reapportionment schedules, proposing quarterly obligations under each authorized appropriation. |
GRS-5 Item 6 | |||
| All Offices: | Destroy 2 years after the close of the fiscal year. | ||||
| 18 | Justifications for and Selected Examples of Progress, used for budget presentation to Congress. | ||||
| a. ARS National Program Staff and Budget Division: | Destroy when 5 years old. | ||||
| b. Other Offices: | Destroy when 2 years old. | NN-173-18 Item 7B | |||
| 19 | Budget Reports
Files Periodic reports on the status of appropriation accounts and apportionment. |
GRS-5 Item 5 | |||
| a. Annual Report | |||||
All Offices: |
Destroy when 5 years old. | ||||
| b. All Other Reports | |||||
All Offices: |
Destroy 3 years after the end of the fiscal year. | ||||
| 13 | 20 | Working papers, such as cost estimates and data accumulated in the preparation of the annual budget. | |||
| a. Budget Division: | Destroy key working papers when 5 years old. | ||||
| b. Other Offices: | Destroy when 2 years old. | NN-173-18 Item 7C | |||
| 21 | State Financial Budgets and Reports, submitted annually by the State Extension Service. | NC1-33- 77-1 Item 9 |
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Office of Primary Responsibility: |
Destroy at the end of 7 fiscal years | ||||
| 22 | COMMITTEES Committee Management and Control Records a. Correspondence; press releases; AD-241, Committee Control Record; and related records pertaining to the establishment, organization, membership, and policy, not covered elsewhere in this Schedule. Files are arranged alphabetically by name of committee. (1) Advisory, SEA-sponsored interagency, national interagency, Departmental, and liaison committees: |
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(2) Committee Management Officer: |
Destroy 3 years after termination of committee. | ||||
| Annual accumulation:
approximately 1 inch. Volume on Hand: 6 cubic feet. |
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(d) Other Offices: |
Destroy 1 year after termination of committee. | ||||
| 14 | 22 | Committee Management
and Control Records Continued (2) Internal Committees: |
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(a) Committee Management Officer: |
Destroy 2 years after termination of committee. | ||||
(b) Other Offices: |
Destroy 1 year after termination of committee. | ||||
| b. Biographical Summaries and Related Membership Records: | |||||
(1) Committee Management Officer: |
Destroy when membership is approved. | ||||
(2) Executive Secretary: |
Destroy when committee is terminated, or when updated summary is received. | ||||
| c. Financial records showing disposition of funds to SEA-sponsored advisory committees and interagency committees, and expenses incurred by the committee, which may be inspected or audited by the Department, the Comptroller General, or authorized representative. | |||||
| (1) Committee Management Officer and Executive Secretary: | Destroy when 7 years old. | ||||
| (2) Other Offices: | Destroy duplicate copies when 3 years old. | ||||
| d. Reports. Annual Report of Federal Advisory Committees and other Committee Management and Control reports not covered elsewhere in this Schedule. | |||||
All Offices: |
Destroy when 3 years old. | ||||
| 15 | 23 | Records Created
by Committees: a. Advisory, SEA-sponsored interagency, national interagency, SEA internal, and Departmental Committees and liaison. Files consist of agendas, directives minutes, ports, and correspondence covering operations of the committee and the establishment, revision, or termination of committee, not covered elsewhere in this Schedule., Files are arranged alphabetically by name of committee. |
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Executive Secretary: |
PERMANENT. Transfer to FARC when no longer needed for current activities. Offer to NARS when 15 years old in 10 year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 1 cubic foot. Volume on hand: 7 cubic feet. |
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| b. Human Studies Review Committee. Files consist of correspondence, decisions and other documentation relating to the use of human subjects for research. Arranged by project number. | |||||
(1) Chairperson: |
PERMANENT: Transfer to FARC upon completion of project. Offer to NARS when 20 years old in 10 year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately .2 cubic foot. volume on hand: 1-1/2 cubic feet. 1973-80 |
|||||
(2) Other Offices: |
Destroy when no longer needed for current activities. |
||||
| c. Animal Care Committee. Files consist of correspondence minutes of meetings, Annual Report (VS Form 18-23), Inspection of Animal Facilities., Sites, or Premises (VS Form 18-8), and related records. | |||||
All Offices: |
Destroy when 3 years old, | ||||
| 16 | d. Extension Committee on Organization and Policy of the Association of Land-Grant Colleges and Universities (ECOP). ECOP is an official body to which matters of policy of general concern to Extension are referred. These matters are considered and recommendations made to the States. Files consist of proceedings relating to substantive Extension functions, and are arranged in date order in bound volumes. | ||||
(1) Deputy Director: |
PERMANENT. Offer to NARS immediately upon binding. | NC1-33- 77-1 Item 12 |
|||
(2) Other Offices: |
Destroy when no longer needed for current activities, or when 3 years old, whichever is sooner. | ||||
| e. Extension Management Team Committee (formerly Executive Committee). Meetings began in 1970. Membership consists of Deputy Director, Associate Directors, and Assistant Deputy Director. Files are arranged in date order. | |||||
(1) Deputy Director: |
PERMANENT. Offer to NARS at the
end of 5 calendar years, in 10-year blocks. Destroy records NARS does not wish to accession. |
NC1-33 77-1 Item 13 |
|||
(2) Other Offices: |
Destroy when 3 years old, or sooner if no longer needed for current activities. | ||||
| f. SEA Safety Council and Other SEA Safety Committees. Files include minutes and related correspondence. | |||||
All Offices: |
Destroy when 5 years old. | ||||
| 17 | g. ADP Application Review Board, set up to review and evaluate both existing and planned ADP applications, and to assure that planned resource allocation is consistent with SEA mission and program requirements. Files consist of correspondence, applications, action taken, and related documentation. | ||||
| (1) Executive Secretary: | Destroy when 6 years old. | ||||
| (2) Members: | Destroy when 3 years old, or sooner, if no longer needed for current activities. | ||||
| h. Boards of Survey, Personal and Real Property. Correspondence; AD Forms 112, Report of Unserviceable, Lost, or Damaged Property; and related records pertaining to the Board's review of apparent employee negligence in accounting for and protecting and disposing of real and personal property. (Does not include financial liability or disciplinary actions maintained by Servicing Personnel Officers). | |||||
| (1) Chairperson: | Destroy when 5 years old. | ||||
| (2) Members: | Destroy when 3 years old. | ||||
| I. Other Committees formed to assist in the handling of minor internal administrative and program operations, not covered elsewhere in this Schedule. | |||||
| All Offices: | Destroy when 3 years old. | ||||
COMMUNICATIONS Communications. Reports, correspondence, authorizations, techniques, and related records concerning the development and improvement of telecommunications and mail management programs, not covered elsewhere in this Schedule. |
|||||
| 24 | a. Office of Primary Responsibility: (CDSD, ASD, RRMO'S) |
Destroy when 6 years old. | Item 11 GRS-16 | ||
| 18 | b. Other Offices: | Destroy when 3 years old, or when superseded or obsolete, whichever is sooner. | |||
| 25 | Postal Records | ||||
| a. Receipts and records for incoming and outgoing registered, insured, special delivery, etc., mailings, including those items handled by private delivery companies, such as United Parcel Service (UPS). Does not include Express Mail Service Receipts, which are filed with Mail Volume Survey Reports. | NN-173-l8 Item 10B | ||||
All Offices: |
Destroy when 1 year old. | ||||
| b. Reports of loss, rifling, delay, or wrong delivery, or other improper treatment of mail. | GRS-12 Item 5c | ||||
| All Offices: | Destroy when 1 year old. | ||||
| 26 | Postal Irregularities File. Correspondence, reports, and other records relating to irregularities in the handling of mail, such as loss or destruction of mail. | GRS-12 Item 8 | |||
| All Offices: | Destroy 3 years after completion of investigation | ||||
| 27 | Mail and Messenger Service Files. | ||||
| a. General files, including correspondence, memorandums, directives, and guidelines relating to the operation of the mailroom, not covered elsewhere in this Schedule. | GRS-12 Item 6g | ||||
All Offices: |
Destroy when 1 year old, or when superseded or obsolete, whichever is applicable. | ||||
| b. Statistical reports and data relating to handling of mail and volume of work performed. | GRS-12 Item 6d | ||||
All Offices: |
Destroy when 1 year old. | ||||
| 19 | 28 | Postage and Fees
Paid Mail Surveys a. Mail Volume Survey Reports (SEA Form 291) for all SEA offices, including Express Mail Service Receipts. |
|||
| (1) Records Management Officers (ASD, AOD, and Regions) and AR Area Directors: | Destroy when 6 years old. | GRS-12 Item 7 | |||
| (2) Other offices: | Destroy when 3 years old. | ||||
| b. Penalty Mail Reports and related records for State Cooperative Extension Offices and State Experiment Stations. | |||||
(1) Survey reports, magnetic tape, and source documents (SEA Form 291A, ES Form 261, CSRS Form 7, or equivalent forms). |
|||||
(a) All SEA Offices: |
Destroy when 6 years old. | GRS-12 Item 7 | |||
(b) State offices: |
Destroy when 3 years old. | ||||
(2) Computer printouts (except Summary of Monthly Report which is used as the Survey Report) for State Cooperative Extension Offices. |
|||||
Administrative Services Division: |
Destroy when 3 months old. | ||||
| 29 | Telecommunications
Files. a. Correspondence, plans, and reports pertaining to telecommunications, including equipment requests, telephone service, and related matters. |
||||
| (1) Office of Primary Responsibility: | Destroy when 3 years old. | GRS-12Item 2b | |||
| (2) Other Offices: | Destroy when 1 year old. | ||||
| 20 | b. Telecommunications Reference Voucher Files. Records relating to installation, change, removal, and servicing of equipment. | ||||
(1) Office of Primary Responsibility: |
Destroy 1 year after audit, or when 3 years old, whichever is sooner. | GRS-12 Item 2d(2) | |||
(2) Other Offices: |
Destroy when 1 year old. | ||||
| c. Telephone Statements and Supporting Material. Files include Statement, Voucher, and Schedule of Withdrawals and Credits (GSA-789); Certification of Billing; Telephone Long-distance Call Record (AD-102 or equivalent form); and related papers. | |||||
(1) Office of Primary Responsibility: |
Destroy 3 years after period covered by account. | GRS-3 Item 11 | |||
(2) Other Offices: |
Destroy when 1 year old. | ||||
| d. Agreements, with background data and other records relating to agreements for telecommunications services. | GRS-12 Item 2e | ||||
All Offices: |
Destroy 2 years after expiration or cancellation of agreement. | ||||
| 30 | Directories. Correspondence and forms used to update telephone directories and organizational listings. | GRS-11 Item 3 | |||
All Offices: |
Destroy 2 months after listing appears in directory. | ||||
| 21 | DELEGATIONS OF AUTHORITY |
||||
| 31 | Delegations of
Authority a. All substantive authorizations and interagency agreements issued by or for SEA offices. |
||||
(1) Issuing Office: |
PERMANENT. Transfer to FARC when
3 years old. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. |
NC1-33-77-1 Item 26 |
|||
(2) Other Offices: |
Destroy when canceled or superseded. | ||||
| b. Delegations of authority during absences from duty station. | |||||
All Offices: |
Destroy when delegation expires. | ||||
| Note: Authorizations
relating to travel and meeting attendance are covered under Item 180 of this Schedule. DIRECTIVES, INSTRUCTIONS, POLICIES, & PROCEDURES |
|||||
| 32 | Directives,
Circulars, Technical Manuals, Supplements to Department or SEA Directives a. Official issuances, changes, checklists, etc., with supporting papers documenting the important aspects of the issuance, such as those requiring OGC clearances |
||||
| (1) Directives Management Section, ASD: | PERMANENT. Transfer canceled directives to FARC when 2 years old. Offer to NARS when 15 years old. Destroy records NARS does not wish to accession | ||||
| 22 | Annual accumulation
is approximately 1 cubic foot. Volume on hand: 12 cubic feet. |
||||
(2) Other Offices: |
Destroy when canceled or superseded. | ||||
| b. Directives Case Files. Working papers and background material, including reviewers' comments and clearances. | |||||
(1) Directives Management Section, ASD: |
Destroy when 15 years old | ||||
(2) Other Offices: |
Destroy 6 months after issued. | ||||
| 33 | Newsletters to State Extension Services | ||||
| a. Weekly Newsletter from Deputy Director, Extension, to State Cooperative Extension Directors involving decisions, developments, and events that will be of benefit in the administrative conduct of state Extension programs. | NC1-33-77-1 Item 5(a) |
||||
Deputy Director: |
Destroy when 7 years old. | ||||
| b. Yellow Letter from the Deputy Director regarding administrative and/or legislative actions that demand or strongly suggest action by State Extension Directors. | NC1-33-77-1 Item 5(b) |
||||
Deputy Director: |
Destroy when 7 years old. | ||||
| c. Pink Letter from the Deputy Director concerning significant developments and administrative and program actions that require a response by State Extension Director or his designated representative. | NC1-33-77-1 Item 5(c) |
||||
Deputy Director: |
Destroy when 3 years old. | ||||
| d. White Letter from Deputy Director concerning administrative and/or program actions and developments. | NC1-33-77-1 Item 5(d) |
||||
Deputy Director: |
Destroy when 1 year old. | ||||
| 23 | e. Newsletter from Assistant Deputy Directors, Staff Directors, and Specialists to State Counterparts. | NC1-33-77-1 Item 5(e) |
|||
All Offices: |
Destroy when 2 years old. | ||||
EXPENDITURE ACCOUNTING RECORDS |
|||||
| 34 | Expenditure
Accounting General Correspondence and Subject Files Correspondence or subject files maintained by operating units responsible for expenditures accounting, pertaining to their internal operations and administration, and not covered elsewhere in this Schedule. |
GRS-7 Item 1 |
|||
All. Offices: |
Destroy when 2 years old. | ||||
| 35 | General
Accounting Ledgers General account ledgers, showing debit and credit entries, and reflecting expenditures in summary. |
GRS-7 Item 2 |
|||
Financial Management Division: |
Destroy 10 years after the close of the fiscal year involved. | ||||
| 36 | Appropriation
Allotment Files Allotment records showing status of obligations and allotments under each authorized appropriation. Includes Monthly Operating Reports (A&B), Earned Revenue Reports, and Project Progress Reports("E" Reports). |
||||
(1) Financial Management Division: |
Destroy 10 years after the close of the fiscal year involved. | GRS-7 Item 3 |
|||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| 24 | 37 | Expenditures
Accounting Posting and Control Files a. Original records used as posting and control media, subsidiary to the general and allotment ledgers, and not covered elsewhere in this Schedule. These records include listings on Construction Work-in-Progress, Advances to Employees, Advances to the Public, Deposit Fund Liabilities, Liabilities for Advances Received, Biweekly Payroll Summaries, Cumulative Area Payroll Reports, Project Gross Cost Reports (F Series), Report of Gross Obligations and Man-hours by CRIS Accession Number and by 4-Digit Object Class (M & N Series), and Gross Cost Composition Reports. |
|||
| Financial Management Division: |
Destroy when 3 years old. | GRS-7 Item 4a |
|||
| b. Duplicate copies of records used as posting and control media to control the receipt and disbursement of allotted funds of SEA. These files include Monthly Operating Reports (A and B Series), Monthly Earned Revenue Reports, Transaction Ledger, Biweekly Salary Payment Report, local forms, vouchers, invoices, purchase orders, and other equivalent expenditure accounting records not covered elsewhere in this Schedule. | |||||
All Offices: |
Destroy when 2 years old. | GRS-7 Item 4b |
|||
| 38 | Requisitions on the Public Printer | ||||
| Accounting Office Copy: | Destroy 3 years after period covered by related account. | GRS-3 Item 7b |
|||
| 39 | INFORMATION - PUBLIC RELATIONS General Correspondence Files, concerning general informational activities, not otherwise covered in this Schedule considered to have only temporary value. |
||||
a. Information Staffs: |
Destroy when 5 years old. | ||||
b. Other Offices: |
Destroy when 3 years old. | ||||
| 25 | 40 | Requests for General Information, involving no administrative action, no policy decision, no special compilation, nor research. Includes requests for publications. | GRS-14 Item 3
& NN-173-18 Item 18H |
||
All Offices: |
Destroy when 3 months old. | ||||
| 41 | Requests for Technical Research Information, with replies involving compilations or research, or containing scientific or technical information regarding SEA programs (not specifically covered elsewhere) with States, Federal agencies, groups, individuals, and organizations. | ||||
All Offices: |
Destroy when 15 years old. | ||||
| 42 | Press Releases
concerning SEA programs, including clearances, a. Approved and Issued by SEA: |
||||
(1) Information Staff (Headquarters): |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 20 years old, in 5-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 4 cubic feet. Volume on hand: 8 cubic feet. |
|||||
| (2) Information Staffs, AR Regions: |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 1 cubic foot. Volume on hand: 8 cubic feet. |
|||||
(3) Other Offices: |
Destroy when 2 years old. | ||||
| b. Approved and Issued by the Department: | |||||
All Offices: |
Destroy when no longer needed for current activities. | ||||
| 26 | 42 | Continued c. Disapproved or Not Issued: |
|||
All Offices: |
Destroy when 3 years old. | ||||
| 43 | Correspondence Referrals. Acknowledgment and transmittals of inquiries and requests that have been referred elsewhere for reply. | GRS-14 Item 4 |
|||
All Offices: |
Destroy 3 months after acknowledgment and referral. | ||||
| 44 | Lectures,
Speeches, Statements, and Talks before the general public, including presentations on
radio and television. a. Policy-making speeches of the Director or other representatives designated by the Director. |
||||
(1) Information Staff (Headquarters): |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 15 years old, in 10-year blocks. Destroy records NARS does not wish to accession | ||||
| Annual accumulation
is approximately 3 inches. Volume on hand: 1 cubic foot. |
|||||
| (2) Other Offices: | Destroy when 5 years old or when obsolete, which ever is sooner. | ||||
| b. Other speeches, lectures, statements, and talks. | |||||
Office of Primary Responsibility: |
Destroy when 5 years old or when obsolete, whichever is later. | ||||
| c. Information copies of all speeches. | |||||
All Offices: |
Destroy after reading unless needed for reference purposes. | ||||
| 27 | 45 | Newsletters a. Letters from the Director |
|||
(1) Information Staff (Headquarters): |
PERMANENT. Transfer to FARC when 5 years old. offer to NARS when 20 ears old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 1 inch. Volume on hand: 1 cubic foot. |
|||||
(2) Other Offices: |
Destroy after reading unless needed for reference purposes. | ||||
| b. Newsletters from AR Regional Deputy Administrators. | |||||
(1) Issuing Office: |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 2 inches. Volume on hand: 8 inches. |
|||||
(2) Other Offices: |
Destroy when 1 year old, or sooner if not needed for year-end summaries. | NN-173-18 Item 30B | |||
| 46 | Manuscripts and
Abstracts Technical publications and presentations of SEA personnel (including those arising from contracts, grants, and cooperative arrangements) prepared and approved for publication in any medium. a. Art Work of Transient Value |
||||
All Offices: |
Destroy when obsolete. | NN-173-18 Item 20B2 | |||
| 28 | b. Clearances. | ||||
All Offices: |
Destroy 1 year after publication is issued. | ||||
| c. Review of
Outside Manuscripts and Abstracts, including comments on manuscripts prepared by authors outside immediate research area. |
NN-173-18 Item 20C | ||||
All Offices: |
Destroy when 1 year old. | ||||
| d. Working copies, rough drafts, final drafts, Manuscript Peer Review (ARS-533), and related material. | NN-173-18 Item 20D1 | ||||
All Offices: |
Destroy 1 year after reprint is received. | ||||
| e. Request for Editing and Approval of Manuscripts for Non-USDA Media (ARS Form 115). | |||||
National Technical Editing Staff: |
Destroy 5 years after reprint is received. | ||||
| f. Reprint Master
File. Full copies, tear sheets, photocopies, or reprints from professional,
scientific, and trade journals, Department series, ARS- or SEA numbered publications,
local unnumbered publications; and books or separates from books, authored by SEA
personnel. (1) Reprints from Department-series and publications published by Government Printing Office. |
|||||
All Offices: |
Destroy when no longer needed for current activities. | ||||
(2) Other reprints from publications authored by SEA personnel. |
|||||
(a) National Technical Editing Staff or Information Staff, as applicable: |
Offer to NARS when no longer needed for current activities. Destroy records NARS does not wish to accession. | ||||
| 29 | 46 | (b) Other Offices: |
Destroy when no longer needed if copy is on file in National Technical Editing Staff or the information Staff. | ||
| g. Unpublished manuscripts abandoned or rejected, with illustrative material. Arranged alphabetically by subject. | |||||
All Offices: |
PERMANENT. Transfer to FARC when 3 years old. offer to NARS when 15 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Volume: Unknown | |||||
| 47 | a. Publications issued by SEA or predecessor agencies at the Headquarters of field levels, relating to program activities, such as Special Reports, Newsmakers, Agricultural Research, Extension Review, etc. Excludes publications published by the Government Printing Office or USDA. | ||||
Information Staffs: |
PERMANENT. Transfer-to FARC when 3 years old. Offer to NARS when 10 years old. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
(HQ): approximately ½ cu. ft. Volume on Hand (HQ): approximately 5 cubic feet. Annual Accumulation (field): approximately 2 cubic feet. Volume on Hand (field): approximately 4 cubic feet. |
|||||
| b. Publications
relating to routine operational procedures, procedures, public information handouts, and
similar publications. |
NC1-l-33-77-1 Item 23(b) and NN-173-18 Item C |
||||
All Offices: |
Destroy when no longer needed for reference. | ||||
| 29A | 48 | Magazine articles and newspaper clippings, concerning program activities showing public reaction need of the activity, and result of the work. | |||
All Offices: |
Destroy when no longer needed for reference | ||||
| NOTE: Publications authored by SEA employees, including clearances and copy of final publication are covered in Item 46. | |||||
| 49 | Workpapers, preliminary drafts and similar papers used in developing formal information releases. | ||||
All Offices: |
Destroy 1 year after release is published. | ||||
| 50 | Commendations,
Citations, and Criticisms of Programs. a. Correspondence and supporting documents regarding commendations, citations, and criticisms of SEA program activities, such as those used in budget justifications. |
||||
| 30 | (1) Office of Primary Responsibility: |
Destroy when 10 years old or when no longer needed for reference. | |||
(2) Other Offices: |
Destroy when 5 years old. | ||||
| b. Anonymous letters, letters of commendation, complaint, criticism, and suggestions, and replies thereto (excluding those on the basis of which investigations were made or administrative action taken, those incorporated into individual personnel records, which should be disposed of with the files to which they apply). | GRS-14 Item 7 |
||||
All Offices: |
Destroy when 3 months old. | ||||
| 51 | Visitor Records. Records accumulated in making arrangements for foreign and domestic visitors, including visitor reports. | ||||
All Offices: |
Destroy when 3 years old. | ||||
| 52 | Publications Committees, established to review and approve prospectuses for new popular, semi-technical, and miscellaneous publications in the USDA series and for major revisions of these publications; to consider and develop SEA policy for publishing in Department series, SEA series, and unnumbered publications. Files include committee minutes, reports, prospectuses, and related material. | ||||
| a. Executive Secretary, National Committee; and Chairperson of Regional Committees: | Destroy when 3 years old. | ||||
| b. Members: | Destroy when 1 year old or when no longer needed for administrative purposes, whichever is sooner. | ||||
| 31 | 53 | Privacy Act a. Correspondence and supporting papers created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under the Privacy Act. Records include the original request, reply, and related material, and may include the official file copy of records requested or a copy thereof. |
|||
(1) Replies granting access to all requested records. |
GRS-14 Item 25a(l) |
||||
All Offices: |
Destroy 2 years after date of reply. | ||||
| NOTE: Official file copy of requested record will be disposed of in accordance with the applicable disposition instructions contained in this Schedule for the related records or with the related Privacy Act request, whichever is later. | |||||
| (2) Replies to requests for nonexistent records, to requestors who provide inadequate descriptions, and those who fail to pay reproduction fees. (Does not include requests which are appealed.) | GRS-14 Item 25a(2)(a) | ||||
All Offices: |
Destroy 2 years after date of reply. | ||||
| (3) Replies denying access to all or part of the requested records. (Does not include requests which are appealed.) | GRS-14 Item 25a(3)(a) | ||||
All Offices: |
Destroy 5 years after date of reply. | ||||
| b. Amendment Case Files. Records created as a result of an individual's request to amend records pertaining to that individual; to the individuals request for a review of SEA's refusal to amend a record, and to any civil action brought by the individual against SEA, as provided for under the Privacy Act. | |||||
| 32 | (1) Requests to amend records agreed to by SEA. Includes the individual's request to amend and/or review refusal to amend, replies to requests, and related material. |
GRS-14 Item 26a |
|||
All Offices: |
Dispose of in accordance with applicable disposition instructions contained in this Schedule for the related subject individual's record, or 4 years after the agreement to amend, whichever is later. | ||||
| (2) Request to amend refused. Includes individual's request to amend and to review refusal to amend, replies to requests, statement of disagreement, justification for refusal to amend, and related materials. | GRS-14 Item 26b |
||||
All Offices: |
Dispose of in accordance with the disposition instructions contained in this Schedule for the related record; 4 years after final determination by SEA; or 3 years after final adjudication by the courts, whichever is later. | ||||
(3) Appeals files created as a result of appeals under the Privacy Act for refusal to amend a record, or to grant access to a record. |
GRS-14 Item 26c |
||||
All Offices: |
Dispose of in accordance with tile disposition instructions contained in this Schedule for the related subject record or 3 years after final adjudication by the courts, whichever is later. | ||||
| 33 | c. Accounting of Disclosure Files maintained for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or to another agency, including forms or showing the subject individual's name, requestor's name and address, purpose and date of disclosure, and proof of subject individual's consent when applicable. | GRS-14 Item 27 |
|||
All Offices: |
Dispose of in accordance with approved disposition instructions for the related subject individual's records, or 5 years after disclosure for which the accountability was made, whichever is later. | ||||
| d. Reports. | GRS-14 Item 29 |
||||
| (1) Annual reports relating to the implementation of the Privacy Act such as Annual Report to the Congress, Annual Report to the Office of Management and Budget, and the Annual Report on New Systems. | GRS-14 Item 29a |
||||
Privacy Act Officer: |
Destroy when 5 years old. | ||||
| Annual accumulation
is approximately 3 inches. Volume on hand: ½ cubic foot. |
|||||
| (2) Other reports concerning the Privacy Act. | GRS-14 Item 29b |
||||
All Offices: |
Destroy when 2 years old. | ||||
| e. Other records relating to the general implementation of the Privacy Act, including notices, memorandums, routine correspondence, and related records, not otherwise covered in this Schedule. | GRS-14 Item 30 |
||||
All Offices: |
Destroy when 2 years old. | ||||
| 34 | 54 | Freedom of
Information Act (FOIA) a. Correspondence and supporting papers relating to for information under the FOIA. (1) Replies granting access to all requested records. |
GRS-14 Item 16(a)l |
||
All Offices: |
Destroy 2 years after date of reply. | ||||
| NOTE: Official file copy of the requested record will be disposed of in accordance with the applicable disposition instructions for the related records, or with the related FOIA request, whichever is later. | |||||
| (2) Replies to requests for nonexistent records, to requestors who provide inadequate descriptions, and who fail to pay reproduction fees. (Does not include requests which are appealed.) | GRS-14 Item 16a(2)(a) |
||||
All Offices: |
Destroy 2 years after date of reply. | ||||
| (3) Replies denying access to all or part of the requested records. (Does not include appealed requests.) | GRS-14 Item 16a(3)(a) |
||||
All Offices: |
Destroy 5 years after date of reply. | ||||
| b. Appeals Files created as a result of administrative appeals under the FOIA for release of information denied by SEA. Files include the appellant's letter, the reply, and related supporting documents. | GRS-14 Item 17a |
||||
All Offices: |
Destroy 4 years after final determination by SEA or 3 years after final adjudication by courts, whichever is later. | ||||
| NOTE: The official file copy of the records under appeal will be disposed of in accordance with the disposition instructions contained in this Schedule for the related records or with the related FOIA appeal file, whichever is later. | |||||
| 35 | c. Annual reports relating to the implementation of the Freedom of Information Act. | GRS-14 Item 19a |
|||
FOIA Officer: |
Destroy when 5 years old. | ||||
| Annual accumulation
is approximately 5 inches. Volume on hand: 1 cubic foot. |
|||||
| d. Other records relating to the general implementation of the FOIA, including notices, routine correspondence, and related records, not covered elsewhere in this Schedule. | GRS-14 Item 20 |
||||
All Offices: |
Destroy when 2 years old. | ||||
LEGISLATION AND OPINIONS |
|||||
| 55 | Legislation and
Opinions a. Correspondence and supporting documents used in the development of proposed laws and regulations pertaining to SEA programs. Includes copies of appropriation bills, House and Senate Reports, Conference Reports, and similar material relating specifically to the historical background of SEA and predecessor agencies and records of a precedent-setting nature relating to the administration of the SEA programs. |
||||
| (1) Office of Primary Responsibility: | Destroy when no longer needed for administrative purposes. | ||||
| Annual accumulation
is approximately 2 inches. Volume on hand: 10 inches. |
|||||
| 36 | (2) Other Offices: |
Destroy when no longer needed for reference. | |||
| b. Federal
Register Dockets, including correspondence, clearances, and supporting data. (1) Dockets establishing policy or procedure. |
|||||
(a) Directives Section, ASD: |
Transfer to FARC when 5 years old. Destroy when 20 years old. | ||||
| (b) Other Offices: | Destroy when 5 years old. | ||||
(2) Other dockets. |
|||||
(a) Directives Section, ASD: |
Destroy when 6 years old. | ||||
(b) Other Offices: |
Destroy when 3 years old. | ||||
| c. Comments received from interested parties. | |||||
Office Concerned: |
Destroy when 5 years old. | ||||
| d. Congressional Inquiries. Files include congressional correspondence and Report of Telephone Call (ARS-213 or equivalent form). | |||||
All Offices: |
File according to subject matter. Dispose of in accordance with the approved disposition instructions applicable to the records of which they are a part. | ||||
| 37 | MEETINGS |
||||
| 56 | Meetings a. Authorizations to Attend Meetings and Travel Authorizations (AD-Form 179), used for meetings called by an organization or agency other than USDA for the purpose of exchanging information and discussing problems: |
||||
(1) Issuing Office: |
Destroy when 3 years old. | ||||
(2) Other Offices: |
Destroy when 2 years old. | ||||
| b. Minutes,
Reports, and Proceedings. (1) Technical Meetings. Significant meetings attended by SEA staff members (National, International, etc.). Files are arranged alphabetically by subject-numeric filing scheme. |
|||||
| (a) Office Concerned (when staff
member is included in the proceedings or attendance list.) |
PERMANENT. Transfer to FARC when 3 years old. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| (b) Other Offices: | Destroy when 1 year old or when no longer needed for reference, whichever is sooner. | ||||
(2) Professional Societies, of which SEA personnel are members and are permitted to attend meetings on official time, such as American Chemical Society (ACS), American Oil Chemist's Society (AOCS), American Society for Testing Material (ASTM), American Institute of Nutrition (AIN), Federation Societies of Experimental Biology (FASEB), etc. Files include correspondence, reports, agendas, minutes of meetings and related records. |
|||||
(a) Members: |
Destroy when 15 years old. | ||||
| (b) Other Offices: | Destroy when 3 years old, or sooner, if no longer needed for current activities. | ||||
| 38 | (3) Staff Meetings of the SEA Management Team and the AR Regional Deputy Administrators. Staff meetings of a substantive nature, concerned with broad aspects of SEA. Files are arranged chronologically by the subject-numeric filing scheme. |
||||
(a) Creating Office: |
PERMANENT. Transfer to FARC when 3 years old. Offer to NARS when 10 years old. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
(HQ) is approximately 1 inch. Volume on hand (HQ): 1 inch. Annual accumulation (Regions) is approximately 2 inches. Volume on hand (Regions): 8 inches. |
|||||
(b) Other Offices: |
Destroy when 2 years old or when no longer needed for reference. | ||||
(4) Staff Meetings relating to administrative or program activities having short-term significance. |
|||||
All Offices: |
Destroy when 3 years old. | ||||
(5) Other Meeting records of temporary value, such as meeting arrangements, accommodations, workpapers, etc. |
|||||
All Offices: |
Destroy when 6 months old. | ||||
MOTOR VEHICLE RECORDS |
|||||
| 57 | Accountability Documents for Motor Vehicles, including GSA Form 1781, Motor Vehicle Requisition--Delivery Order Invoice; GSA Waivers; receipt records; unsatisfactory reports; AD-107, Report of Transfer or Other Disposition or Construction of Property; and related records. | ||||
All Offices: |
Destroy 1 year after disposal of vehicle. | ||||
| 39 | 58 | Correspondence in the operating unit responsible for maintenance and operation of motor vehicles not otherwise covered in this Schedule. | GRS-10 Item 1 | ||
All Offices: |
Destroy when 2 years old. | ||||
| 59 | Maintenance,,
Repair, and Operation Records a. Monthly Operation Record (AD-187A). |
||||
All Offices: |
Destroy when 2 years old or upon verification that information has been correctly entered into the Motor Vehicle Management System, whichever is sooner. | ||||
| b. Maintenance and Inspection Record (ADD-187C); Inspection Checklist (ARS-45); Repair Record (AD-187D); and Summary Operation Record (AD-187B). | NN-173-18 Item 22 B,D,E | ||||
All Offices: |
Destroy 1 year after vehicle leaves SEA custody. If vehicle is transferred within USDA, transfer repair and maintenance records with the vehicle. | ||||
| c. Motor Vehicle Reservation and Dispatch Ticket (SEA-224). | |||||
All Offices: |
Destroy when 1 year old. | ||||
| d. Petroleum Products Requisitions (NER Form 10 or equivalent form) for gasoline from SEA pumps. | |||||
Office of Primary Responsibility: |
Destroy when 3 years old. | ||||
| 39A | 59 | e. Utilization of Motor Vehicles. Correspondence, agreements, reports, logs, etc., relating to the rental of vehicles from Interagency Motor Pool, and to the loan of vehicles to the U.S. Postal Service. Includes GSA Form 1313, Interagency Motor Pool Service Authorization; PS Form 4577, Hire and Borrowed Vehicle Condition Report; and related records. | |||
Property Management offices: |
Destroy when 2 years old. | ||||
| 40 | 60 | Vehicle Condition Questionnaire (ARS-239), used to determine whether to upgrade or to dispose of a vehicle. | |||
All Offices: |
Destroy 1 year after action is taken. | ||||
| 61 | Motor Vehicle Release Files. Records relating to the transfer, sale, or exchange of vehicles, including AD-107 , Report of Transfer or Other Disposition or Construction of Property; AD-109, Excess Serviceable Property; AD-112, Report of Unserviceable, Lost, or Damaged Property; SF-123, Application for Donation of Surplus Personal Property; SF-126, Report of Personal Property for Sale; SF-97, Certificate of Release of a Motor Vehicle, and related documents. | NN173-1 Item 22G | |||
Property Management Officers: |
Destroy 1 year after disposal of vehicle. | ||||
| 62 | Motor Vehicle Accidents. Correspondence, reports, and related material concerning motor vehicle accidents, including SF-91, Operator's Report of Accident; SF-94, Statement of Witness; AD-112, Report of Unserviceable, Lost, or Damaged Property; copy of police report; and other supporting material. | NN-173-18 Item
22F and GRS-10 Item 5 |
|||
| a. Property Management Officer: | Destroy 6 years after case is closed. | ||||
| b. Other Offices: | Destroy 2 years after case is closed. | ||||
| (NOTE: See PERSONNEL for Accident Reporting to Safety Officer.) | |||||
| 63 | Motor Vehicle Operation. Records relating to individual employee operation of Government-owned vehicles such as driver tests; AD-184, Application for Motor Vehicle Operator's ID Card; SF-47, Physical Fitness Inquiry for Motor Vehicle Operators; ARS-134, Receipt - Transmittal and Certificate of Receipt of Motor Vehicle Identification Card; and related correspondence. | GRS-10 Item 7 |
|||
All Offices: |
Destroy 3 years after separation of employee or 3 years after recission of authorization to operate Government-owned vehicle, whichever is sooner. | ||||
| 41 | 64 | U.S. Government Motor Vehicle Operator's Identification Card (SF-46) | |||
| a. Al1 Offices: | Return to issuing office upon request or when no longer needed and/or upon expiration. | NN-173-l8 Item 22H | |||
| b. Issuing Office: | Destroy 3 months after necessary entries are made on control card or register. | GRS-11 Item 4a |
|||
| 65 | Driving Record (ARS Form 133). Control used for issuance of Motor Vehicle Operator's Identification Card. | ||||
Issuing Office: |
Destroy 3 months after ID card is canceled. | ||||
| 66 | Authorization to Store Government Vehicles at private residence (AD-728 or equivalent form), related documents, and correspondence. | NN-173-l8 Item 22A | |||
All Offices: |
Destroy when canceled. | ||||
| 67 | Reports on Motor Vehicles (other than accident, operating, and maintenance reports), including Report to Budget on Vehicle Replacement; Agency Report of Motor Vehicle Data (SF-82); Agency Report of Sedan Data (SF-82D); Annual Motor Vehicle Age and Mileage Analysis (AD-309); Motor Vehicle and Aircraft Acquisition and Disposal Planning (ARS-465); Energy Conservation Report (EC-2), and similar reports. | GRS-10 | |||
All Offices: |
Destroy when 3 years old. | ||||
ORGANIZATION AND MANAGEMENT |
|||||
| 68 | a. Functional Staff Project and Organizational Charts, with related records. Arranged alphabetically by subject. | ||||
(1) Record Copy in Head-quarters or Regional Administrative Offices: |
PERMANENT. Offer to NARS when no longer needed for current activities. | ||||
| Volume: 1 cu. ft./50 yrs, | 2"/yr. | ||||
| (2) Other Copies | Destroy when obsolete or superseded. | ||||
| 42 | 68 | b. Reorganization. Records showing background chronology of major agency reorganization. | |||
| (1) Record Copies in Head-quarters or Regional Administrative Offices: | PERMANENT. Offer to NARS when no longer needed for current activities. | ||||
| Volume: 2 ½ cu. ft. 2"/yr. | |||||
| (2) Other Copies: | Destroy when obsolete or superseded. | ||||
| c. Correspondence
Files of the Organization and Management Development Staff (OMDS). The OMDS
participates with the Deputy Director, Administrative Management, and other key officials
of SEA in the formulation of policies and programs to increase the management
effectiveness throughout SEA. (1) Organizational Structure Files. Files consist of correspondence, reports, analyses, and related material pertaining to review and analyses of organizational proposals and the design and development of overall Agency organizational structures. Includes similar files for predecessor agencies. Files are arranged alphabetically by subject-numeric filing scheme. |
|||||
OMDS: |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 15 ears old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
Other Offices: |
Destroy when 3 years old or when superseded or obsolete, whichever is later. | ||||
| Annual accumulation
is approximately 1/4 cubic foot Volume on Hand: 4 cubic feet. |
|||||
| (2) Pink
Alphabetical Name File used as finding media for the OMDS correspondence file. File is arranged alphabetically by name of addressee. |
|||||
OMDS: |
PERMANENT. Transfer to FARC when 5 years old. Offer to NARS when 15 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| 42A | Annual accumulation
is approximately 1inch. Volume on hand is approximately 4 inches. |
||||
(3) Organizational Effectiveness and Human System Development Files, Correspondence, reports, and related material pertaining to group and intergroup dynamics, team building activities, intergroup activities and conflict resolution activities. |
|||||
OMDS: |
Destroy when 6 years old. | ||||
Other Offices: |
Destroy when 3 years old. | ||||
| (4) Management Systems, Work Technologies and Processes. Correspondence, reports, and related material on design and development of effective management systems, work technologies and processes, work measurement, work simplification, simulation, cost/benefit analyses, and management improvement program in SEA. | |||||
OMDS: |
Destroy when 6 years old, or when superseded or obsolete, whichever is later. | ||||
Other Offices: |
Destroy when 3 years old, or when superseded or obsolete, whichever is later. | ||||
PAYROLLING AND PAY ADMINISTRATION |
|||||
| 69 | Payrolling and
Pay Administration Records a. Time and Attendance Reports (AD-321 or equivalent form), applications for leave, and supporting documents. Includes final Time and Attendance Reports. |
||||
Timekeepers: |
Destroy when 3 years old. | NC1-16-78-1(1) | |||
| b. Payroll Correspondence. Correspondence and related documents pertaining to payrolling, wage surveys, etc. | |||||
All Offices: |
Destroy when 2 years old. | ||||
| 42B | c. Transmittal Sheets for Time and Attendance Reports | ||||
Timekeepers: |
Destroy after 6 pay periods. | ||||
| d. Pay and Retirement Records for Foreign Nationals. Records maintained for foreign nationals abroad who are covered by the Civil Service Retirement System, Files include SF-1127, Individual Pay Cards; SF-2806, Individual Retirement Card; SF-2812, Report of Withholdings and contributions for Health Benefits, Group Life Insurance, and Civil Service Retirement; SF 2807-1, Register of . Adjustments, Civil Service Retirement System% SF-2807-2, Annual Summary, Retirement Fund Transactions, Civil Service Retirement System; and SF-1221, Statement of Transactions According to Appropriations, Funds, and Receipt Account (Foreign Service Account). | |||||
| Accounting Services Branch, FMD: |
Transfer to National Personnel Records Center, St. Louis, after GAO audit, or when 3 years old, whichever is earlier, | ||||
| 43 | PERSONNEL RECORDS |
||||
| 70 | Personnel
Correspondence Files a. Correspondence files, relating to the general administration and operation of personnel functions, including college programs; selective placement (handicapped, veterans, and ex-offenders) programs; special careers (Summer Aid, Intergovernmental Affairs Fellowship, Stay-in-School, etc.) programs; examinations, paid recruitment advertising, executive development program, merit promotion, employee safety program and others not specifically described elsewhere in this Schedule. |
GRS-1 Item 3a |
|||
All Offices: |
Destroy when 3 years old. | ||||
| b. Correspondence, memoranda, and other records relating to employment programs and functions, and manpower management and evaluations, including experts and consultants, overseas employment, reemployment rights, employee transfers and details, and excepted appointments. | |||||
(1) Personnel Offices: |
Destroy when 5 years old. | GRS-1 Item 3b |
|||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| c. Correspondence and forms created in operating personnel offices on individual employees, not covered elsewhere in this Schedule and excluding files maintained in Official Personnel Folders. | |||||
| (1) Correspondence and forms relating to pending personnel actions. | GRS-1 Item 17a |
||||
| All Offices: | Destroy when action is completed. | ||||
(2) Retention Registers. |
|||||
| (a) Registers from which reduction-in-force actions have been taken. | GRS-1 Item 17b(1) |
||||
| Servicing Personnel Office: |
Destroy when 2 years old. | ||||
| 44 | (b) Registers from which no reduction-in-force actions have been taken. | GRS-1 Item 17b(2) |
|||
Servicing Personnel Office: |
Destroy when superseded or obsolete. | ||||
| (3) All other correspondence and forms of a temporary nature. | GRS-1 Item 17c |
||||
Servicing Personnel Office: |
Destroy when 6 months old. | ||||
| d. Supervisor's Personnel Files. Correspondence, memoranda, forms, and other records authorized by Administrative Memorandum 408.1. | GRS-1 Item 18a |
||||
All Offices: |
Review annually and destroy superseded or obsolete docu ments; or destroy all documents relating to an individual employee 1 year after separation or transfer. | ||||
| NOTE: Personal notes which serve as memory aids or reminders, are maintained solely for use by the author, are not circulated to anyone else, including the supervisor's secretary, and are not required by SEA, may be retained or destroyed at the discretion of the author. | |||||
| 71 | Official Personnel Folders (OPF) maintained by Servicing Personnel Offices (SPO) in accordance with the Federal Personnel Manual (FPM). | ||||
| a. Records filed on
the right side of the OPF (1) Transferred employees. |
|||||
| SPO: | Follow instructions in FPM. | GRS-1 Item lb(l) | |||
| (2) Separated employees. | |||||
| SPO: | Transfer to National Personnel Records Center, St. Louis, Missouri, 30 days after separation, in accordance with FPM instructions. | GRS-1 Item lb(2) |
|||
| 45 | b. Records filed on the left side (temporary side) of the OPF. | GRS-1 Item 10 |
|||
SPO: |
Destroy upon separation or transfer of the employee or when 1 year old, whichever is sooner. | ||||
| 72 | Service Record Cards | ||||
| a. Service Record Card (SF-7 or its equivalent) | |||||
| (1) Cards for employees separated or transferred on or before December 31, 1947. | GRS-1 Item 2a |
||||
SPO: |
Transfer to NPRC (CPR), St. Louis, Missouri. |
||||
| (2) Cards for employees separated or transferred on or before January 1, 1948. | GRS-1 Item 2b |
||||
SPO: |
Destroy 3 years after separation or transfer of employee. | ||||
| b. Employee Record Card (SF-7B) | NN-173-18 Item 26B |
||||
| Offices authorized to maintain cards: |
Transfer to gaining office if employee stays with SEA. Destroy after 3 months if employee leaves SEA. | ||||
| c. Position Identification Strips. SF-7D used to provide summary data on each position occupied. | GRS- 1 Item 11 |
||||
SPO: |
Destroy when position is canceled or new strip is prepared. | ||||
| 46 | Classification Files | ||||
| 73 | a. Position Classification Standards. | GRS-1 Item 7a(l) |
|||
SPO: |
Destroy 5 years after position is abolished or standard is superseded | ||||
| b. Correspondence and other records relating to the development of classification standards for SEA positions. | |||||
Personnel Division (PD): |
Destroy 10 years after position is abolished or standard is superseded. | ||||
| c. Position Descriptions describing established positions including information on title, series, grade, duties and responsibilities. | GRS-1 Item 7b(l) |
||||
(1) SPO: |
Destroy 5 years after position is abolished or description superseded | ||||
(2) Other Offices: |
Destroy when position is abolished or description superseded. | GRS-1 Item 7b(2) |
|||
| d. Survey Reports on positions classified by classification specialists, including periodic reports, such as the Annual Whitten Amendment Report and the Annual Super-grade Position Report. | GRS-1 Item 7c(l)(a) |
||||
PD and SPO: |
Destroy when 3 years old. | ||||
| e. Other material relating to inspections, surveys, desk audits and evaluations of a temporary nature. | GRS-1 Item 7c(l)(b) |
||||
All Offices: |
Destroy when obsolete or superseded. | ||||
| f. Position Resource Management Summary Documents, including Implementation Plan and ARS 437, Financial Plan. | |||||
All Offices: |
Destroy when 5 years old. | ||||
| 47 | g. Appeals. Case files on classification appeals. | ||||
(1) PD and SPO: |
Destroy 5 years after case is settled. | ||||
(2) Other Offices: |
Destroy 3 years after case is settled. | ||||
| h. Research Grade Evaluation Files. Case writeup from employee, score sheets, panel meeting results, and related records required by the SEA Evaluation Plan for Research Positions and Incumbents. | |||||
Executive Secretary: |
Destroy 3 months after employee leaves SEA. If employee transfers within SEA, transfer case file to gaining personnel office. | ||||
Personnel Division: |
Destroy copies after post review by USDA Office of Personnel. | ||||
Supervisors and AR Regional Administrators: |
Destroy upon receipt of revised evaluation. | ||||
| 74 | Employment | ||||
| a. Application for Employment, SF-171, and related papers which result in appointment, excluding those applications submitted for vacancies to be filled under the Merit Promotion Program. | |||||
SPO: |
File in OPF in accordance with the Federal Personnel Manual. | ||||
| b. Application for Employment, SF-171, and related papers which do not result in appointment, excluding those applications submitted for vacancies to be filled under the Merit Promotion Program. | GRS-1-15 | ||||
SPO: |
Destroy in accordance with
instructions in Federal Personnel Manual, Chapter 333, Section A-4. |
||||
| 48 | c. Applications for Employment, SF-171, and related papers for vacancies to be filled under the Merit Promotion Program. | ||||
(1) Applications from individuals who have not held a position under a competitive appointment in a Federal Government agency. |
|||||
SPO: |
Return to applicant OR forward to OPM with request for issuance of Certificate of Eligibles, whichever is appropriate. | ||||
| (2) Applications from individuals who have had previous employment under a competitive appointment in a Federal Government agency and which do not result in appointment/promotion action. | |||||
SPO: |
Retain in Merit Promotion Program case file for 2 years after effective date of promotion/appointment action. | ||||
| (3) Applications for selected individual. | |||||
SPO: |
File in Official Personnel Folder in accordance with the Federal Personnel Manual. | ||||
| NOTE: Applications for Employment, SF-171, will be maintained ONLY by the Servicing Personnel Offices. | |||||
| d. Certificates of Eligibles Files. Certificates of eligibles with related requests, forms, correspondence, and statement of reasons for passing over a preference eligible and selecting a nonpreference eligible. | GRS-1 Item 5 |
||||
SPO: |
Destroy when 2 years old. | ||||
| 49 | e. Suitability for Employment (OF 49, 50, 51 or equivalent forms) and related papers | ||||
(1) Favorable preemployment checks. |
|||||
SPO: |
Destroy when the National Agency Check and Inquiry has been processed and the employee has complete the probationary period. | ||||
(2) Unfavorable preemployment checks. |
|||||
SPO: |
Must be retained at least 3 years. Disposition after this period shall be determined by the SPO. | ||||
| f. Offers of Employment Files. Correspondence and related material offering appointments to potential employees. | |||||
(1) Accepted offers. |
GRS-1 Item 4a |
||||
SPO: |
Destroy immediately. | ||||
(2) Declined offers. |
|||||
(a) When name is received from certificate of eligibles. |
GRS-1 Item 4b(l) |
||||
SPO: |
Return to OPM with reply and application. | ||||
(b) Temporary or excepted appointment. |
GRS-1 Item 4b(2) |
||||
SPO: |
File inside application. | ||||
(c) All others. |
GRS-1 Item 4b(3) |
||||
SPO: |
Destroy immediately. | ||||
| 50 | g. Merit Promotion Case Files, consisting of vacancy announcement, applications, committee evaluation, promotion certificate, and related papers. | ||||
SPO: |
Destroy 2 years after effective
date of appointment, reassignment /promotion action. |
||||
| h. Notification of Personnel Action (AD-350 or equivalent form) documenting initial employment, promotions, transfers in or out, separation, and all other individual personnel actions, exclusive of those in Official Personnel Folders. | |||||
(1) Chronological file copies, including fact sheets. |
GRS-1 Item 14a |
||||
SPO: |
Destroy when 2 years old. | ||||
(2) All other copies. |
|||||
SPO: |
Destroy after posting to pertinent records such as SF-7-B or position organizational listings. | ||||
| i. Transmittal-Personnel and Payroll Forms (AD-337) | |||||
SPO: |
Destroy when 1 year old. | ||||
| j. Term Employment--Request for Approval | |||||
(1) Approved proposal, with supporting papers. |
|||||
(a) Personnel Division: |
Destroy 2 years after expiration of authority. | ||||
(b) Servicing Personnel Office: |
File on temporary side of Official Personnel Folder. Destroy upon expiration of authority. | ||||
| (2) Disapproved proposals. | |||||
Personnel Division: |
Destroy 1 year after disapproval. | ||||
| 51 | k. Intergovernmental Personnel Act (IPA). Records relating to the temporary assignments of employees under the Intergovernmental Personnel Act (P.L. 91-648), as amended by the Civil Service Reform Act of 1978 (P.L. 95-454). | ||||
| (1) Assignment Agreement, OF-69; Assignee Evaluation of Mobility Assignments Under Title IV of the Intergovernmental Personnel Act of 1970, AD-490; and Service Agreements, SEA-183. | |||||
SEA EMPLOYEES |
|||||
(a) Personnel Division: |
Destroy when 4 years old. | ||||
(b) Servicing Personnel Office: |
File on permanent side of OPF. | ||||
NON-SEA EMPLOYEES |
|||||
| (c) Personnel Division And Servicing Personnel Office: |
Destroy 5 years after final termination of assignment. | ||||
| (2) General correspondence, forms, and other records relating to the IPA assignments, not covered elsewhere in this Schedule. | |||||
All Offices: |
Destroy when 4 years old. | ||||
| l. Student Volunteer Work Experience Program. This program allows students to use SEA facilities and equipment to do research projects of their own choice. | |||||
| (1) SEA Form 201, Student Volunteer Work Experience Program Orientation; and SEA Form 202, Student Volunteer, Work Experience Agreement, and related documents. | |||||
Personnel Offices: |
File in Official Personnel Folder, in accordance with OPM instructions. | ||||
| (2) Research notebooks, publications, and other research records created during the training period. | |||||
| 52 | All Offices: | Dispose of according to the applicable disposition instructions contained elsewhere in this Schedule. | |||
| (3) Correspondence, memoranda, forms, reports, and other records relating to administration of the program. | |||||
Personnel Offices: |
Destroy when 5 years old., | ||||
| Other Offices: | Destroy after termination of training. | ||||
| m. Preemployment Interview Expenses. Records concerning payment of preemployment interview expenses of outside candidates for certain positions in the competitive service. Files include requests to OPM for authorization to pay expenses; post audit material required when the authority is used; records documenting the use of the authority; and related correspondence and reports. | |||||
Personnel Offices: |
Destroy when 2 years old | ||||
| n. Research
Associate Program. This program is intended to provide scientists and engineers of
unusual ability an opportunity for research on priority research problems and to
contribute to the overall research effort of the SEA-AR research laboratory. Files include correspondence, evaluations of research proposals, decisions, reports, and related records necessary to document the selection decision and assess usefulness of the program. (Does not include material required to be filed in the Official Personnel Folder.) |
|||||
All Offices: |
Destroy when 5 years old. | ||||
| o. Host Enrollee Program - See page 52A. | |||||
| 75 | Employee Awards a. Employee Suggestions. Case files including suggestion, comments, and related papers documenting approval or disapproval. |
||||
(1) Personnel Division: |
Destroy 5 years after approval or disapproval. | ||||
(2) Other Offices: |
Destroy 2 years after approval or disapproval. | ||||
| 52A | 74 | o. Host Enrollee Programs, such as Work Incentive Program, Comprehensive Employee and Training Program, College Work-Study Program, and the Vocational Work-Study Program. Files include agreements, waivers, reports, and related correspondence. | |||
Personnel Offices: |
Destroy when 5 years old. | ||||
| 53 | 75 | b. Departmental Level Awards. Records relating to awards made at the Department level or higher, including list of awardees, pictures, publicity, etc., of the awards ceremony. Does not include copy, of Award filed in OPF. | |||
(1) Personnel Division: |
Destroy when 10 years old. | ||||
(2) Other Offices: |
Destroy after 5 years. | ||||
| c. Length of Service and Sick Leave Awards. Correspondence, reports, list of awardees, and computations of service and sick leave. | GRS-1 Item 12b |
||||
All Offices: |
Destroy when 1 year old. | ||||
| d. Letters of Commendation and Appreciation, recognizing length, of service retirement, and performance. DOES NOT INCLUDE the copy filed in the Official Personnel Folder. | GRS-1 Item 12c |
||||
All Offices: |
Destroy when 2 years old. | ||||
| e. Other Awards. Case files, including recommendations, approved nominations, and correspondence pertaining to cash and non-cash awards. Includes SEA-sponsored awards and awards from outside organizations. DOES NOT INCLUDE Copy of Award filed in Official Personnel Folder. | |||||
(1) Personnel Division: |
Destroy when 10 years old. | ||||
(2) Other Offices: |
Destroy when 2 years old. | ||||
| f. Awards Reports | |||||
(1) Personnel Division: |
Destroy when 10 years old. | ||||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| 54 | 76 | Training | |||
| a. Correspondence agreements, reports, plans, and objectives relating to the establishment and operation of SEA-sponsored training courses and conferences. | GRS-1 Item 30b(l) |
||||
(1) Personnel Offices: |
Destroy when 5 years old or 5 years after completion of a specific training program. | ||||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| b. Background and working papers | GRS-1 Item 30b(2) |
||||
All Offices: |
Destroy when 3 years old. | ||||
| c. Correspondence, reports, authorizations, evaluations; and other records relating to the availability of training and employee participation in training programs. (Does not include OPF copy of AD Form 281, Request, Authorization, and Record of Training.) | GRS-1 Item 30c |
||||
(1) Personnel Offices: |
Destroy when 5 years old. | ||||
(2) Other Offices: |
Destroy when 2 years old, or when superseded or obsolete, whichever is sooner. | ||||
| d. Orientation Records, such as Orientation Checklist (ARS-177) and Orientation Training Certificates (ARS-178). Does not include the copies filed in the OPF. | |||||
Supervisors: |
Destroy when 2 years old. | ||||
| e. Training Aids (1) Training Aids, such as manuals, textbooks, and other training aids developed by SEA. |
|||||
(a) Personnel Division: |
Destroy 5 years after superseded or obsolete. | ||||
(b) Other Offices: |
Destroy when superseded or obsolete. | ||||
| 55 | (2) Training Aids and related material from other Government agencies or private institutions. | GRS-1 Item 30a(2) |
|||
All Offices: |
Destroy when obsolete or superseded. | ||||
| g. Course Announcement Files, consisting of reference files of pamphlets, notices, catalogs, and similar material which provide information on courses or programs available. | GRS-1 Item 30d |
||||
All Offices: |
Destroy when superseded or obsolete. | ||||
| 77 | Safety and Health | ||||
| a. Occupational Health Maintenance Program. Medical history and related records pertaining to the health maintenance of employees potentially exposed to highly toxic substances. | |||||
(1) Medical History Records |
|||||
Servicing Personnel Office: |
Retain in locked cabinet for the duration of employment. Upon termination of employment, records will be filed in the Official Personnel Folder. | ||||
| (2) SF-182, Authorized Employee Potentially Exposed to Highly Toxic Substances | |||||
(a) Servicing Personnel Officer: |
Record copy will be maintained with Medical History Records identified in Item (1) above. | ||||
(b) Designee: |
Destroy suspense copy of SF-182 when 2 years old. | ||||
| NOTE: Medical history records will be maintained only by the Servicing Personnel Officer. | |||||
| 56 | b. Safety and Health Inspections. Records include SEA Safety Inspection Checklists, reports, related correspondence, Inspection Program plans, notices of hazardous or unsafe conditions, including reports by employees concerning unsafe conditions. | ||||
All Offices: |
Destroy 5 years following end of calendar year. | ||||
| c. Accident and Illness Reporting, Investigating, and Analysis Records | GRS-1 Item 32 |
||||
| (1) CA-1, Federal Employee's Notice of Traumatic Injury, and CA-2, Federal Employee's Notice of Occupational Disease and Claim for Compensation | |||||
(a) SPO: |
File one copy on right side of Official Personnel Folder. | ||||
(b) Other Offices: |
Destroy 5 years following the end of calendar year to which they apply. | ||||
| (2) Other records pertaining to accident and illness reporting, including reports of accidents, investigations, regular, periodic and follow-up reports, not covered elsewhere in this Schedule. | |||||
All Offices: |
Destroy 5 years following the end of calendar year to which they apply. | ||||
| d. Safety Committees. Files consist of minutes of meetings, and related correspondence. | |||||
All Offices: |
Destroy when 5 years old. | ||||
| e. Annual Report on Occupational Safety and Health, summarizing training and promotional activities, employee involvement, reporting procedures, goals, etc. Includes Inspection Monitoring Record. | |||||
All Offices: |
Destroy when 5 years old. | ||||
| NOTE: Also see Radiological Safety and Motor Vehicles. | |||||
| 56A | 77 | f. Safety and Health Correspondence Files. Correspondence, reports, and related material pertaining to the Safety and Health Program, not covered elsewhere in this Schedule. | |||
All Offices: |
Destroy when 5 years old. | ||||
| 57 | 78 | Medical Records. Health records maintained in health units or servicing personnel offices (SPO) in accordance with the Federal Personnel Manual and Department Personnel Manual. | |||
| a. Individual Health Records containing information such as date of employee's visit, diagnosis, and treatment. | GRS-1 Item 19 |
||||
Health Unit or SPO: |
Destroy 6 years after date of last entry. | ||||
| b. Individual Employee Health Case File consisting of forms, correspondence, and other records relating to an employee's medical history, occupational injuries or diseases, physical examinations, and all treatment received in the Health Unit. (Does not include preemployment physical examinations and disability retirement and fitness for duty examinations which are filed in the Official Personnel Folder.) | GRS-1 Item 21 |
||||
Health Unit or SPO: |
Destroy 6 years after date of last entry. | ||||
| NOTE: The records listed above, if not required for filing in the Official Personnel Folder, may be transferred to the local Federal Records Center. Under no circumstances should these files be sent to the National Personnel Records Center. | |||||
| c. Health Unit Control Files. Logs or registers reflecting daily number of visits to dispensaries, first aid rooms, and health units. | |||||
(1) If information is summarized on statistical reports |
GRS-1 Item 20a |
||||
Health Unit or SPO: |
Destroy 3 months after last entry. | ||||
(2) If information is not summarized |
GRS-1 Item 20b |
||||
Health Unit or SPO: |
Destroy 2 years after last entry. | ||||
| 58 | d. Statistical Summaries and reports with related papers pertaining to an employee's health. | GRS-1 Item 22 |
|||
Reporting Unit: |
Destroy 2 years after date of summary or report. | ||||
| 79 | Performance Rating Records | ||||
| a. Certificates of Performance Rating, excluding the outstanding and unsatisfactory ratings filed in the Official Personnel Folder in accordance with the Federal Personnel Manual. | GRS-1 Item 23a | ||||
All Offices: |
Destroy when 2 years old. | ||||
| b. General or case files of forms, memoranda, and correspondence relating to performance ratings. | GRS-1Item 23b | ||||
All Offices: |
Destroy when 3 years old. | ||||
| c. Appeals Files. Memoranda, correspondence, and other records relating to employee appeals of performance ratings. | GRS-1 Item 23c | ||||
All Offices: |
Destroy 3 years after final settlement of case. | ||||
| d. Performance Rating Board Case Files. Information copies of case files forwarded to Office of Personnel Management relating to performance rating board reviews. | GRS-1 Item 9 | ||||
All Offices: |
Destroy 1 year after case is closed. | ||||
| 80 | Conflict of Interest. Statements of employment and financial interests and related records (AD-392 or equivalent form). | GRS-1 Item 25 |
|||
Servicing Personnel Offices: |
Destroy 2 years after separation of employee or 2 years after employee leaves the position for which the statement is required. | ||||
| 59 | 81 | Equal Employment
Opportunity (EEO) Records a. Discrimination Complaint Case Files, with related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of bearings and meetings, and other records described in 5 CFR 713.22. |
|||
(1) Case resolved within SEA |
|||||
SPO: |
Destroy 4 years after case is resolved. | GRS-1Item 26a(1) | |||
Other Copies: |
Destroy 1 year after case is resolved. | GRS-1Item 26b | |||
| (2) Cases resolved by the Office of Personnel Management (OPM) or U.S. Court (Official files are controlled by the OPM.) | |||||
All Offices: |
Destroy when 4 years old. | ||||
| (3) Background files not included in the official complaint files. | GRS-1Item 26c | ||||
All Offices: |
Destroy 2 years after final resolution of case. | ||||
| b. Counseling Files | GRS-1Item 27 | ||||
EEO Counselors: |
Destroy 3 years after termination of counseling. | ||||
| c. General Correspondence, and related records of a temporary nature, not otherwise covered in this Schedule. | |||||
All Offices: |
Destroy when 4 years old. | ||||
| d. SEA EEO Advisory Committee Meetings and related reports and minutes. | |||||
(1) EEO Coordinator: |
Destroy when 5 years old. | ||||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| 60 | e. EEO Affirmative Action Plans, including feeder reports and narrative progress reports | GRS-1 Item 26h |
|||
(1) EEO Coordinator: |
Destroy 5 years from date of plan. | ||||
(2) Other Offices: |
Destroy after 3 years. | ||||
| f. Employment Statistical Reports related to race and sex | |||||
| (1) Annual Report of Gains and Losses and Semi-Annual Minority Report. | |||||
EEO Coordinator: |
Destroy when 10 years old. | ||||
Other Offices: |
Destroy when 5 years old. | ||||
| (2) Other statistical reports pertaining to EEO | GRS-1 Item 26f |
||||
All Offices: |
Destroy when 5 years old. | ||||
| g. Requests for SEA Assistance in Rental or Purchase of Housing | GRS-1 Item 26e |
||||
All Offices: |
Destroy when 1 year old. | ||||
| h. Equal Employment Opportunity Files in State Extension Services. Files created by the Equal Opportunity Staff (EO) to carry out the provisions of the Civil Service Rights Act of 1964 and the Equal Employment Opportunity Act of 1972 in the State Extension Services. | |||||
| (1) State Extension Services Affirmative Action Plans; State Extension Services Equal Employment Opportunity (signed by Secretary of Agriculture); Civil Rights Annual Compliance Reports, with related correspondence. | NC1-33-77-1 Items 22 (a)(b)(c) |
||||
EO Staff: |
Destroy 1 year after rescinded. | ||||
| 61 | (2) Civil Rights and EEO complaints with related correspondence | NC1-33-77-1 Item 22(d) |
|||
EO Staff: |
Destroy 10 years after case is closed. | ||||
| (3) Civil Rights and EO Audits and Investigations, with related correspondence | NC1-33-77-1 Item 22(e) |
||||
EO Staff: |
Destroy 10 years after audit is completed. | ||||
| 82 | Complaints, Grievances, and Appeals | ||||
| a. Grievances and Appeals Files (5 CFR 771). Records originating in the review of grievances and appeals raised by SEA employees. Does not include Equal Opportunity complaints and debt cases. Case files include statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, a copy of the original decision, related correspondence and exhibits and records relating to a reconsideration request. | GRS-1 Item 31a |
||||
All Offices: |
Destroy 3 years after case is closed. | ||||
| b. Debt Cases. Records pertaining to debt complaints, including correspondence, findings and recommendations, letters of caution, formal grievances, & related records. | |||||
Personnel Offices: |
Destroy 4 years after case is settled. | ||||
| c. Adverse Action Files (5 CFR 752). Case files and records created related in reviewing an adverse action (disciplinary or nondisciplinary removal, suspension, leave without pay, reduction-in-force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports and decisions; reversal of action; and appeal records. (Does not include Letters of reprimand, which are filed on the temporary side of the OPF in accordance with FPM.) | GRS-1 Item 31b |
||||
Servicing Personnel Office: |
Destroy 4 years after case is settled. | ||||
| 62 | d. Other Restricted Records pertaining to disciplinary matters, such as arrest record not furnished as part of a national agency check, congressional inquiries, performance, conduct, inquiries and reports of personnel investigations and related correspondence, forms, and other documents, not specifically covered elsewhere in this Schedule. | Department Personnel Manual Chapter 293, Sub- chapter 1. | |||
Servicing Personnel Office: |
Destroy when 3 years old unless SEA Personnel Officer or designee determines a longer retention period is necessary. | ||||
| 83 | Labor Management Relations Files | ||||
| a. Labor Management Relations General and Case Files, including correspondence, memoranda, reports, and other records relating to the relationship between management and employee unions or other groups. | GRS-1 Item 29a(1) |
||||
All Offices: |
Destroy when 5 years old. | ||||
| b. Labor Arbitration General and Case Files. Correspondence, forms, and background papers relating to labor arbitration cases. | GRS-1 Item 29b |
||||
All Offices: |
Destroy 5 years after final resolution of case. | ||||
| 84 | Personnel Reports | ||||
| a Reports relating to personnel programs and functions, such as Postdoctoral Research Associateship Program, Manpower Report, Vietnam Era Veterans, Selective Placement of the Handicapped, and similar reports. | GRS-1 Item 3b | ||||
(1) Personnel Division: |
Destroy when 5 years old. | ||||
(2) Other Offices: |
Destroy when 3 years old. | ||||
| b. Statistical reports in the operating personnel office and subordinate units relating to personnel. | GRS-1 Item 16 |
||||
All Offices: |
Destroy when 2 years old. | ||||
| 63 | c. Personnel Management Evaluations (PME). Includes correspondence, reports, followups, corrective action, and related records. | ||||
(1) Personnel Division: |
Destroy 5 years after corrective action has been taken. | ||||
(2) Other Offices: |
Destroy after next evaluation or when 3 years old whichever is later. | ||||
| 85 | Personnel Counseling Records | ||||
| a. Counseling Files. Reports of interviews, analyses, and related records. | GRS-1 Item 27a |
||||
All Offices: |
Destroy 3 years after termination of counseling. | ||||
| b. Alcohol and Drug Abuse Program. Records created in planning, coordinating, and directing an alcohol and drug abuse program. | GRS-1 Item 27b, |
||||
All Offices: |
Destroy when 3 years old. | ||||
See revised 85c on page 63A |
|||||
| 63A | 85 | c. Employee
Assistance Program developed to find solutions to personal problems that affect work
performance and behavior, and to assist supervisors in dealing with troubled employees.
Under this program, advisory and referral service is provided to help with problems, such
as alcoholism, drug abuse, emotional or financial difficulties, legal entanglements,
family or other personal problems. Files consist of: (1) Records relating to documentation of visits, including Release of Client Information (NER Form 503); Initial Interview (NER Form 504); Treatment Plan (NER Form 505); Case Notes (NER Form 506); and Progress Report (NER Form 507), and similar records. |
|||
Counselors: |
Destroy case file 3 years after case is closed. Files should be shredded or torn into small pieces. | ||||
| NOTE: These files are maintained in confidential files separate from the Official Personnel Folder and Medical History Files. | |||||
| (2) Annual and Semi annual Reports, with related statistical data, pertaining to participation in the Program, such as Case Numbers; date of entry into the Program; category of problem; age, sex, race, occupational category of client; outcome, and date case is closed. | |||||
Program Coordinators and Counselors: |
Destroy when 10 years old. | ||||
| 64 | 86 | Temporary Records Relating to Promotions. Records relating to the promotion of an individual that document qualification standards, evaluation methods, selection procedures, and evaluations of candidates, excluding any records that duplicate information in the promotion plan, in the Official Personnel Folders, or in other personnel records. | GRS-1 Item 33 |
||
Personnel Offices: |
Destroy 2 years after the personnel action or after the action has been audited by OPM, whichever is sooner. | ||||
| 87 | Employee Identification Card. Files relating to control and issuance of USDA Identification Cards. | ||||
| a. All Employees: | Return to issuing office upon request or when employee leaves SEA | ||||
| b. Issuing Office: | Destroy 3 months after ID Card is returned to the office. | GRS-11 Item 4 (a) |
|||
| 88 | Retirement Assistance Files. Correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors claim insurance or retirement benefits. | ||||
All Offices: |
Destroy when 1 year old. | ||||
POLLUTION ABATEMENT RECORDS |
|||||
| 89 | Pollution Abatement. Records relating to pollution abatement at SEA facilities. | ||||
| a. Correspondence, Pollution Control Plans, reports such as Annual Compliance with Quality Standards Report, Semiannual Corrective Action Report, and related records. | |||||
All Offices: |
Destroy when 10 years old. | ||||
| 65 | b. Environmental Impact Statements | ||||
All Offices: |
Destroy with related project or contract files | ||||
PRINTING, BINDING, DUPLICATION, & DISTRIBUTION RECORDS |
|||||
| 90 | Correspondence and related papers pertaining to the planning, administration, and operation of the unit responsible for printing, binding, duplication, and distribution matters. | ||||
All Offices: |
Destroy when 3 years old. | ||||
| 91 | Job or Project Records containing all papers and data pertaining to the planning and execution of printing, binding, duplication, and distribution jobs. Includes requisitions, bills, samples, and related papers. (Requisitions on the Public Printer and records relating to services obtained outside the agency are covered in Item 95.) | ||||
| a. Unit responsible for printing, binding, duplication, and distribution matters: | Destroy when 3 years old. | ||||
| b. Other Offices: | Destroy when job is completed. | ||||
| 92 | Control Logs or Registers pertaining to requisitions and work orders for printing, binding, duplication, and distribution jobs. | GRS-13 Item 4 |
|||
All Offices: |
Destroy when 1 year old. | ||||
| 93 | Reports to Joint Committee on Printing regarding operation of Class A and B Plants and inventories of printing, binding, and related equipment in Class A and B Plants or in storage. | ||||
| 66 | a. Office preparing report: Destroy when 3 years old. | GRS-13 Item 6a | |||
| b. Other copies: | Destroy 1 year after date of report. | GRS-13 Item 6b |
|||
| 94 | Mailing Lists | ||||
| a. Addresses and Mailing Lists | NN-173-18 Item 10A | ||||
All Offices: |
Destroy when obsolete or revised. | ||||
| b. Correspondence, request forms, and other records relating to changes in mailing lists. | |||||
All Offices: |
Destroy when appropriate action has been taken. | ||||
PROCUREMENT AND SUPPLY RECORDS |
|||||
| 95 | Requisitions, bids, purchase orders, contracts, leases, bond and surety records, including correspondence, blanket purchase orders, and related papers. | ||||
| a. Transactions of more than $10,000 and construction contracts exceeding $2,000, dated after July 26, 1974. | |||||
| (1) Offices with Delegated Procurement Authority: | Destroy 6 years and 3 months after final pay. Transfer to FARC after 2 years. | GRS-3 Item 4a(l) |
|||
| (2) Other Offices: | Destroy when I year old. | NN-173-18 Items 27BC, & E | |||
| b. Transactions of $10,000 or less and construction contracts under $2,000, dated after July 26, 1974. | |||||
(1) Offices with Delegated Procurement Authority: |
Destroy 3 years after final payment. | GRS-3 Item 4a(2) |
|||
| 67 | NN-173 -18 Items
27B, (2)C & E |
||||
| (2) Other offices: | Destroy when 1 year old. | ||||
| c. Transaction of more than $2,500 dated prior to July 26, 1974. | GRS-3 Item 4a(3) |
||||
| (1) Offices with Delegated Procurement Authority: | Destroy 6 years after final payment. | ||||
(2) Other Offices: |
Destroy immediately. | ||||
| d. Transactions of $2,500 or less dated prior to July 26, 1974. | GRS-3 Item 4a(2) |
||||
| (1) Offices with Delegated Procurement Authority: | Destroy 3 years after final payment. (See exception in b(l) above) | ||||
(2) Other Offices: |
Destroy immediately. | ||||
| e. Local purchase orders (AD-744 or equivalent form) | NN-173-18 Item 27D | ||||
(1) Procuring Office: (green copy) |
Destroy after 3 years. | ||||
(2) Other Offices: |
Destroy after 1 year. | ||||
| f. Requisitions for printing and binding jobs performed by the U.S. Government Printing Office, with all supporting papers. | GRS-3 Item 7 |
||||
(1) Printing or Procure- ment Unit Copy: |
Destroy 3 years after completion or cancellation of requisition. | ||||
(2) Accounting Office: |
Destroy 3 years after period covered by related account. | ||||
(3) Other Copies: |
Destroy when 1 year old. | ||||
| 68 | g. Routine requisitions for Agency services, such as laundry and other nonpersonal services. | NN-173-18 Item 27A | |||
All Offices: |
Destroy when 1 year old. | ||||
| h. Requisitions for supplies and equipment from local stockrooms and warehouses | |||||
| (1) Stockroom/Ware-house: | Destroy when 2 years old. | GRS-3 Item 9a |
|||
(2) Other Offices: |
Destroy when item is received. | ||||
| 96 | Lists of Acceptable Bidders | GRS- 3 Item 6b | |||
All Offices: |
Destroy when superseded or obsolete. | ||||
| 97 | Contractor's Payrolls (construction contracts), submitted in accordance with Labor Department regulations, with related certifications, anti-kickback affidavits, and other related papers. | GRS-3 Item 12 |
|||
Procurement Office: |
Destroy 3 years after date of completion of contract unless contract performance is subject of enforcement action on such date. | ||||
| 98 | Procurement Correspondence Files | ||||
| a. Correspondence files of operating procurement units concerning internal operation and administrative matters not covered elsewhere in this Schedule. | GRS-3 Item 3 |
||||
All Offices: |
Destroy when 2 years old. | ||||
| b. General correspondence, authorizations, plans, guidelines, and procedures relating to the management of the Procurement Program. | |||||
(1) Administrative Services Division: |
Destroy when 6 years old. | ||||
| (2) Other Offices: | Destroy when 2 years old or when superseded or obsolete, whichever is applicable. | ||||
| 69 | 99 | Delegations of
Procurement Authority a. Delegation of Procurement Contracting Authority, ARS Form 499. |
|||
All Offices: |
Destroy 6 years after authority is withdrawn. | ||||
| b. Delegation of Procurement Authority for Small Purchases (ARS Form 499 or equivalent form) | |||||
All Offices: |
Destroy 3 years after authority is withdrawn. | ||||
| 100 | Procurement Reports. Reports on Supply requirements and procurement activities, such as the Semiannual Report on Procurement by Civilian Executive Agencies; Annual Supply Activity Report; Semiannual Report on Commercial Printing Annual Report of Printing Procured through Government Printing Office Regional Offices; Annual Cost Accounting Standards Board Report; Annual Estimate of Binding Requirements; Disadvantaged Business Report, and similar reports. | ||||
All Offices: |
Destroy when 3 years old. | ||||
PROGRAM AGREEMENTS AND PATENTS MANAGEMENT RECORDS |
|||||
| 101 | General
Correspondence a. Files including memorandums, studies, reports, forms, and other records relating to the legal establishment of the Agreements & Patents programs, the policies and basic procedures, and the management and evaluation of contracts, grants, and patents. |
||||
| (1) Administrative Services Division: | Destroy when 3 years old. |
||||
| Annual accumulation
is approximately 1 inch. Volume on hand: 2 cubic feet |
|||||
| 70 | (2) Other Offices: | Destroy when obsolete or when no longer needed for current activities. | |||
| b. Other correspondence files relating to the management and operation of the Agreements and Patents programs. | |||||
| (1) Administrative Services Division: | Transfer to FARC when 6 years old. Destroy when 25 years old. | ||||
| (2) Other Offices: | Destroy when 6 years old. | ||||
| 102 | Contracts and
Grants. Domestic Contracts and Grants Files created or terminated prior to January 24, 1978. Arranged numerically by State a. Signed copy of contract or grant, justification letters, amendments, change orders, and related papers, terminated after July 1, 1972, and prior to January 24, 1978. |
||||
(1) Authorized Department Representative: |
PERMANENT. Transfer to FARC 1 year after final payment. Offer to NARS when 15 years old in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual Accumulation
(HQ) is approximately ½ cubic foot. Volume on hand (HQ): 1 cubic foot Annual Accumulation (Regions) is approximately 2 cu. ft. Volume on hand (Regions): 8 cubic feet |
|||||
| b. Signed copy of Contract or grant, justification letters, amendments, change orders, and related papers for agreements terminated prior to July 1, 1972. | |||||
| (1) Administrative Services Division: |
PERMANENT. Offer to NARS when 15 years old in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| 71 | Volume on hand (WNRC): 16 | ||||
| (2) Other Offices: | Destroy immediately. | ||||
| c. Annual and final
reports and publications. Annual accumulation is unknown. |
|||||
| (1) Area/Center Director, (after 1972); and cooperating scientist (prior to 1972) |
PERMANENT. Transfer to FARC 1 year after final payment. Offer to NARS when 15 years old. Destroy records NARS does not wish to accession. | ||||
| Volume on hand is unknown. | |||||
| (2) Other Offices: | Destroy copies after final payment. | ||||
| 103 | Domestic Contracts and Grants Files created or terminated after January 24, 1978, consisting of signed copy of contract or grant, justification letters, amendments, change orders, annual and final reports, publications, and related papers. Arranged numerically by State. | ||||
| Jan 1978-Oct 1, 1980 | a. Office of Responsibility (Assistant Directors, PM and HE; Deputy Directors, CR and EXT; AOD and RAO's for AR and HN; ASD for other SEA HQ offices) |
PERMANENT. Transfer to FARC 1 year after final payment. Offer to NARS when 15 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | |||
| Annual accumulation
(HQ) is approximately ½ cubic ft. Volume on hand (HQ): ½ cubic ft. Annual accumulation (Field) is approximately 2 cubic ft. Volume on hand (Field): 13 cubic ft. |
|||||
| b. Other Offices: | Destroy 1 year after final payment, or sooner if no longer needed for administrative purposes. | ||||
| 72 | 104 | Foreign Grants
File. Research conducted in foreign countries under Special Foreign Currency Research Program (PL 480) or foreign countries under the Joint Board. Files include signed copy of the project, reports, and comments on reports, patents (Covered under Item 116), publications, correspondence, procedures fiscal records, etc. Arranged by Grant Number. OICD |
|||
| Annual accumulation
is approximately 10 cubic feet. Volume on hand: 61 cubic feet. |
|||||
| b. Cooperating Scientist: | Destroy copies 2 years after receipt of final technical report | NN-173-18 Item 11B | |||
| c. Other Offices: | Destroy copies upon completion of project, or sooner if no longer needed for current activities. | ||||
| 105 | Pending, possible, and proposed contracts and grants, and review of outside contracts and grants. | NN-173-18 Items 11A & 1IB2 | |||
All Offices: |
Destroy when 5 years old. | ||||
| 106 | Dropped and rejected proposals unacceptable for research. | GRS-19 Item 12B |
|||
All Offices: |
Destroy 5 years after completion of investigation. | ||||
| 107 | Correspondence Files | NN-173-18 Item 11A4 | |||
| a. Correspondence regarding due dates, payments, procedures, monthly letter reports, transmittals, etc. | |||||
All Offices: |
Destroy 2 years after final payment and receipt of publications and final report. | ||||
| 73 | b. Correspondence relating to routine operations and daily activities in the administration of the contracts and grants program. | GRS-3 Item 17b |
|||
All Offices: |
Destroy when 2 years old. | ||||
| 108 | Control Files | ||||
| Indexes, registers, logs, or other records relating to the control of assigning numbers or identifying projects, applications, contracts, and grants. | GRS-3 Item 16 |
||||
All Offices: |
Destroy when superseded or obsolete. | ||||
| 109 | Research Contract
and Grant Award Board Board set up to review proposed contracts and grants to determine if proposed research is correlated with or supplemental to research conducted within SEA; if proposed research can be performed more economically, or more efficiently outside SEA; adequacy of competition; and to weigh relative merits of all proposals received and to select prospective contractor or grantee. Files include correspondence and other records documenting Board action of contract proposals. Arranged chronologically in 3-ring binders. |
||||
| a. Executive Secretary: | PERMANENT. Transfer to FARC when 3 years old. offer to NARS when 20 ears old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 1 inch. Volume on hand: 16 inches |
|||||
| b. Members: | Destroy when 3 years old, or when no longer needed for current activities, whichever is sooner. | ||||
| 74 | PROGRAM AGREEMENTS AND PATENTS |
||||
| 110 | Cooperative
Agreements and Memorandums of Understanding entered into with States, Federal
agencies, groups, individuals or organizations, created or terminated prior' to the
establishment of SEA on January 24, 1978. Arranged by Agreement Number and State. a. Signed copy of Cooperative Agreement and Memorandum of Understanding, with related correspondence and amendments. (1) Agreements created prior to the establishment of Agricultural Research Service (ARS) in November 1953 |
||||
All Offices: |
Offer to NARS immediately. Destroy records NARS does not wish to accession. | ||||
(2) Records created on ARS Agreements terminated after November 1953 and prior to July 1972: |
|||||
| (a) Administrative Services Division | PERMANENT. Transfer to FARC 2 years after final settlement. Offer to NARS when 20 years old. Destroy records NARS does not wish to accession. | ||||
| Volume on hand (in WNRC): 35 cubic feet | |||||
| (b) Cooperating Scientist: | Destroy 5 years after final settlement. | NN-173-18 Item 14B | |||
| (c) Other Offices: | Destroy copies 2 years after final settlement. | NN-173-18 Item 14B | |||
| (3) ARS or Cooperative Research Service (CSRS) records created on Agreements terminated after July 1, 1972, and prior to January 24, 1978: | |||||
| (a) Authorized Department Representative: | PERMANENT. Transfer to FARC after final settlement. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| 20 cu. ft. on hand | |||||
| 75 | 110 | continued | |||
| (b) Cooperating Scientist: | Destroy 5 years after final settlement. | ||||
| (c) Other Offices: | Destroy copies 2 years after final settlement. | ||||
| b. Final Reports and Publications dated prior to January 24, 1978. | |||||
| (1) Cooperating Scientist: | PERMANENT. Transfer to FARC after final payment offer to NARS when 20 years old. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is unknown Volume on hand: unknown |
|||||
| (2) Other Offices: | Destroy after final payment, or when no longer needed for current research activities. | ||||
| NOTE: Final reports and publications created after January 24, 1978, are filed with the Cooperative Agreement maintained by the Authorized Department Representative. | |||||
| 111 | Cooperative Agreements and Memorandums of Understanding created or terminated after January 24, 1978. Files consist of signed copy of Cooperative Agreement and Memorandum of Understanding, with related correspondence, amendments, final reports, and publications. | ||||
| a. Authorized Department Representative | PERMANENT. Transfer to FARC after final settlement. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately: 1 cu. ft. (HQTRS) 5 cu. ft. (Field) Volume on hand: 1 cu. ft. (Headquarters) 26 cu. ft. (Field) |
|||||
| b. Cooperating Scientist: |
Destroy 5 years after final settlement. | ||||
| 76 | c. Other Offices: | Destroy copies 2 years after final settlement. | |||
| 112 | Memorandums of
Understanding between SEA-Extension and Land-Grant Universities. Files include original documents defining in general terms the basis for joint action by USDA and the Land Grant Universities on subjects relating to agriculture, home economics, and related subjects. |
||||
| a. Cooperative Funds Branch, FMD: | PERMANENT. Offer to NARS when expired, superseded, or obsolete. | NC1-33-77-1 Item 6 | |||
| b. Other Offices: | Destroy when expired, superseded, or obsolete, or when no longer needed for administrative activities. | ||||
| 113 | Special Project
Cooperative Agreements Between SEA Extension and the State Cooperative Extension Services. Each project agreement includes the legal authority; situation; need for project; purpose of project, organization, and cooperation; methods of procedure, and sources of maintenance. a. Approved Agreements |
||||
| (1) Cooperative Funds Branch, FMD: |
Destroy 7 calendar years after completion of project | NC1-33-77-1 Item 6 | |||
| (2) Other Offices: | Destroy 3 calendar years after completion of project. | ||||
| b. Disapproved Proposals: | |||||
Office of Primary Responsibility: |
Return to State Extension Service or destroy when pro-posed project is disapproved. | ||||
| 77 | 114 | Correspondence Between Extension Staff and State Counterparts related to special projects, and not covered elsewhere in this Schedule | NC1-33-77-1 Item 3 | ||
All Offices: |
Destroy 3 years after completion of special project. | ||||
| 115 | Bilateral
Cooperation a. Binational Agricultural Research and Development Fund (BARD) Records. An Executive Agreement, signed by the Governments of the U.S. and Israel, established this Fund, the proceeds from which are to be used to award agricultural grants. BARD's operating funds will be derived solely from interest accrued from an account established by the U.S. and Israel. The Executive Director responsible for administration, operation, and staff of the Fund will be located in Israel. Financial activities will be handled in Israel. The BARD will maintain an appropriate system of internal controls and will make its records available for review by authorized U.S. Government representatives. The BARD will provide both Governments audited financial statements. Files consist of correspondence, progress reports, final reports, publications, and other significant information exchange concerning the administration of the program. Arranged alphabetically by subject-numeric filing scheme. |
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| (1) Program Agreements and Patents Mgmt. Branch, ASD; and International Programs Staff, as applicable. |
PERMANENT. Transfer to FARC 1 year after expiration of grant. Offer to NARS when 15 years old in 10 year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 4 cubic feet. Volume on hand: 5 cubic feet. |
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| (2) Other Offices: | Destroy when no longer needed for current activities. | ||||
| b. Other Bilateral Cooperation with foreign countries, such as the supplemental agreement on Scientific and Technological Cooperation under the Treaty of Friendship and Cooperation with Spain dated February 18, 1976. | |||||
| 78 | Records consist of reports, correspondence, and supporting material. Arranged alphabetically by subject-numeric filing scheme. | ||||
(1) International Programs Staff |
PERMANENT. Transfer to FARC after termination of agreement. Offer to NARS when 15 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 6 inches. Volume on hand: 1 cubic foot. |
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(2) Other Offices: |
Destroy after final settlement, or when no longer needed for current activities. | ||||
| 116 | Patents | ||||
| These records
include patents, licenses, applications, interference files, and other legal documents,
Correspondence, data, and illustrative material pertaining to the application for and
issuance of patents, USDA-wide. Files are arranged alphabetically by subject-numeric
filing scheme. a. Granted Patents |
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| (1) Applications, correspondence, and related material. | NN-173-18 Item 24A | ||||
Office Concerned: |
Destroy 17 years after issuance of patent. | ||||
| (2) Seal Copy | |||||
Office Concerned: |
Destroy when no longer needed for administrative use. | ||||
| b. Abandoned Patents, including applications, correspondence, and other materials. | |||||
Office Concerned: |
Destroy 17 years after abandonment | ||||
| 79 | EXCEPTIONS: Where application is parent of other applications, destroy | ||||
(1) 17 years after last application in chain has become abandoned or (2) when last patent granted on a dependent application has expired, whichever is later. |
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| c. Interference Files | |||||
Office Concerned: |
Destroy after all application files (patented or later abandoned) involved in the interference are destroyed as shown in above-scheduled items. | ||||
| d. Licenses. | |||||
| SEA has the responsibility for administering the Patent License Program for USDA. Files consist of correspondence, applications, progress reports, and copy of the license. | |||||
| (1) Program Agreements and Patent Manage-ment Branch, ASD: |
Destroy 1 year after cancellation of license or expiration of patent. | ||||
(2) Other Offices: |
Destroy upon cancellation of license or expiration of patent. | ||||
PERSONAL PROPERTY RECORDS |
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| 117 | Correspondence Files, pertaining to the operation and administration of Property Offices, not otherwise covered in this Schedule. | ||||
Property Management Offices: |
Destroy when 2 years old. | ||||
| 118 | Acquisition of
Surplus Personal Property Case files relating to the acquisition of surplus persona property, including SF-122, Transfer Order, Excess Personal Property, and AD-109, Excess Serviceable Property, with supporting documents. |
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All Offices: |
Destroy when 3 years old. | ||||
| 80 | 119 | Sales of Surplus
Personal Property Case files on sales of surplus personal property, including animals, animal products, and perishable crops. The files may contain invitations, bids, lists of materials, evidence of sales, Report of Transfer or Other Disposition or Construction of Property (AD-107 or equivalent forms) and related correspondence. |
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| a. Transactions after July 25, 1974, of more than $10,000: | GRS-4 Item 6a |
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| (1) Property Management Offices: |
Destroy 6 years after final payment. | ||||
| (2) Other Offices: | Destroy when 1 year old. | ||||
| b. Transactions after July 25, 1974, of $10,000 or less | GRS-4 Item 6b | ||||
| (1) Property Management Office: |
Destroy 3 years after final payment. | ||||
| (2) Other Offices: | Destroy when 1 year old. | ||||
| c. Transactions prior to July 26, 1974, of more than $2,500: | GRS-4 Item 6a |
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| (1) Property Management Office: |
Destroy 6 years after final payment. | ||||
| (2) Other Offices: | Destroy when I year old. | ||||
| d. Transactions prior to July 26, 1974, of $2,500 or less: | GRS-4 Item 6b |
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| (1) Property Management Office: |
Destroy 3 years after final payment. | ||||
| (2) Other Offices: | Destroy when 1 year old. | ||||
| 120 | Nonexpendable Personal Property Physical Inventory List, with supporting documents. | ||||
| (1) Property Management Offices: |
Destroy 2 years from date of list. | GRS-3 Item 10a |
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| (2) Other Offices: | Destroy after new list is received and reconciliations have been made. | NN-173-18 Item 29A | |||
| 81 | 121 | Property Accountability Forms, filed numerically in Property offices, and used for updating inventories. These forms include AD-107, Report of Transfer or other Disposition or construction of Property; AD-109, Excess Serviceable Property; AD-112, Report of Unserviceable Lost, or Damaged Property; and SF-107G, Journal Voucher. | |||
All Offices: |
Destroy when 2 years old. | ||||
| 122 | Plans and Drawings used in the design and fabrication of significant specialized or unique scientific equipment. | ||||
| a. Patented: | File with and dispose of according to instructions concerning related patent files. | ||||
| b. Published: | File with and dispose of according to disposition instructions for the related Manuscript files. | ||||
| 123 | Loan Agreement. Records pertaining to negotiations property by and agreements for borrowing and loaning of SEA, including animals and Government-owned and privately owned property (AD-107 and supporting papers). | NN-173-18 Item 29B | |||
All offices: |
Destroy 3 years after termination of agreement. | ||||
| 124 | Radio Frequency
Records a. Correspondence, authorizations, Radio Frequency Action Request (ARS-37) and supporting papers. |
||||
All Offices |
Destroy 1 year after disposal of material. | ||||
| b. Equipment Inspection Records. | |||||
All Offices: |
Destroy when 3 years old. | ||||
| 125 | Property Pass Files, authorizing removal of property or materials (AD Form 197 or equivalent form). | GRS-18 Item 13 |
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All Offices: |
Destroy 3 months after expiration or revocation. | ||||
| 82 | 126 | Property Reference Files, consisting of 1 copy of purchase order for equipment placed in a reference or specification file after inventory is reconciled. This file is necessary in small field offices for use in ordering replacement parts, etc. | NN-173-18 Item 29C | ||
All Offices: |
Destroy when equipment is disposed of. | ||||
| 127 | Reports relating to personal property, such as Reclamation of Precious Metals and Critical Materials; Exchange Sales Transactions; Disposal of Foreign Excess Property; Utilization of Foreign Excess Property; Utilization and Disposal of Excess and Surplus Personal Property; Donation of Surplus Personal Property; Sale or Other Disposition of Surplus Personal Property; Depreciation Reports, and similar reports. | GRS-4 Item 5 |
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All Offices: |
Destroy when 3 years old. | ||||
| 128 | Equipment Review Committee. Records include reports, correspondence, and other documents necessary to control acquisition and insure effective use of scientific and technical equipment. | ||||
| a. Chairperson and Property Management Officers: |
Destroy when 3 years old. | ||||
| b. Members: | Destroy when 1 year old or when no longer needed for administrative purposes 153 whichever is sooner | ||||
RADIOLOGICAL SAFETY RECORDS SEA has been assigned the responsibility for all of the administrative functions relating to radiological safety within all agencies in USDA. A Radiological Safety Committee was established to develop and implement procedures and instructions necessary to control the acquisition, use, and safe disposition of all radioactive material and radiation-emanating equipment for USDA. Record copies are maintained by the SEA Radiological Safety Staff (RSS). |
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| 129 | Correspondence Files. pertaining to radiological safety activities, not covered elsewhere in this Schedule, and considered to have temporary value | ||||
| 83 | All Offices: |
Destroy when 2 years old. | |||
| 130 | Radiological Safety Committee. Minutes, correspondence, and reports of the Radiological Safety Committee. Arranged alphabetically by subject-numeric filing scheme. | ||||
Chairman/Secretary: |
PERMANENT. Transfer to FARC when 10 years old. Offer to NARS when 20 years old, in 10-year blocks. Destroy records NARS does not wish to accession. | ||||
| Annual accumulation
is approximately 1 inch. Volume on hand: ½ cubic foot. |
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