DESCRIPTION OF ITEM

(With Inclusive Dates of Retention Periods)

 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.

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.

Creating Office or to FARC Office of Director's Central File, which-ever is applicable.

Creating Office or Office of Director's Central File, which-ever is applicable.

Creating Office or Office of Director's Central File, which-ever is applicable.

Volume on hand: 18 cubic feet

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.

All Offices:

ACCOUNTABLE OFFICERS' FILES

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

Item la

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)

Financial-Management Division:

Item 1b

Financial Management Division:

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.

Financial Management Division:

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.

(1) Financial Management Division:

(2) Other Offices:

Destroy when 3 years old or when superseded or obsolete whichever is later.

All Offices:

Item 5b

Item 5a

a. Official copies of the bond and attached powers of attorney, with related correspondence.

(1) Bonds purchased prior to January 1, 1956.

Item 6a(l)

Financial Management Division:

(2) Bonds purchased after December 31, 1955.

Financial Management Division:

Financial Management Division:

Item 2

Financial Management Division:

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.

Item 3a

Financial Management Division:

Financial Management Division:

Hard copies of sales tickets filed in support of paid invoices for credit card purchases of gasoline.

Item 7

Financial Management Division:

Originals and copies of toll tickets filed in support of telephone toll call payments.

Financial Management Division:

Originals and copies of telegrams filed in support of telegraph bills

Financial Management Division:

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.

Imprest Fund Cashiers, SEA auditors and verifiers:

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.

Information Staffs:

(2) Still photography relating to significant research activities, progress of studies, surveys, new technology, and not covered elsewhere in this Schedule.

Office of Primary Responsibility:

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

(8) Duplicate items (in excess of those elements, required for preservation, duplication, and reference by 41 CFR 101-4. 11-4.)

All Offices:

All Offices:

All Offices:

(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.

(2) SEA-sponsored television news releases and information reports.

All Offices:

All Offices:

Originating Office:

(5) Stock footage, outtakes and trims created during the course of a SEA-sponsored production.

All Offices:

Office of Primary Responsibility:

All Offices:

Office of Primary Responsibility:

(9) Films acquired from outside sources for personnel and management training.

All Offices:

(10) Films acquired from outside sources for personnel entertainment and recreation.

All offices:

Personnel offices:

All offices:

All Offices:

All Offices:

All Offices:

(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.

All Offices:

All Offices:

All Offices:

(4) Programs acquired from outside sources (not covered elsewhere in this Schedule) that document or are used to carry out SEA programs.

All Offices:

Office of Primary Responsibility:

Office of Primary Responsibility:

All Offices:

All Offices:

(9) Programs acquired from outside sources for. personnel and management training.

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

All Offices:

(16) Recordings that document routine meetings and award presentations.

All Offices:

All Offices:

All Offices:

(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.

All Offices:

(3) Sound recordings that are included as part of a project file, case file, report, or a similar type of record.

All Offices:

(4) Sound recordings that are faulty or technically poor recordings.

All offices:

(5) Premix sound elements created during the course of a motion picture, television, or radio production.

All Offices:

(18) Library sound recordings (e.g., effects, music).

All Offices:

(7) Daily or spot news recordings available to local radio stations on a call-in basis.

All Offices:

(8) Duplicate dubbings (in excess of those elements required for preservation, duplication, and reference by 41 CFR 101.411-4)

All Offices:

(9) Recordings of meetings that are made exclusively for notetaking or transcription.

All Offices:

(10) Dictation belts or tapes.

All Offices:

(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.

(1) Viewgraphs

All Offices:

All Offices:

All Offices:

Originating Offices:

Originating Office:

(1) Production files or similar files that document origin, development, acquisition, use, and ownership. May include scripts, contracts, transcripts, releases, etc

All Offices:

All Offices:

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.

(1) Office of Director or other Designated official:

(2) Other Offices:

(1) Office of Director or other Designated Official:

(2) Other Offices:

Item 21

Office Conducting the Audit:

d. Management Improvement Studies conducted by the Organization and Management Development Staff (OMDS), not covered elsewhere in this Schedule.

(1) OMDS:

(2) Other Offices:

(1) Office Conducting:

(2) Other Offices:

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.

Files contain appropriation language sheets, narrative statements, project and geographic reports, and related schedules and supporting data.

Apportionment and reapportionment schedules, proposing quarterly obligations under each authorized appropriation.

Periodic reports on the status of appropriation accounts and apportionment.

All Offices:

All Offices:

Item 9

Office of Primary Responsibility:

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:

(2) Committee Management Officer:

Volume on Hand: 6 cubic feet.

(d) Other Offices:

(2) Internal Committees:

(a) Committee Management Officer:

(b) Other Offices:

(1) Committee Management Officer:

(2) Executive Secretary:

All Offices:

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.

Executive Secretary:

Volume on hand: 7 cubic feet.

(1) Chairperson:

volume on hand: 1-1/2 cubic feet. 1973-80

(2) Other Offices:

Destroy when no longer needed for current activities.

All Offices:

(1) Deputy Director:

77-1

Item 12

(2) Other Offices:

(1) Deputy Director:

Destroy records NARS does not wish to accession.

77-1

Item 13

(2) Other Offices:

All Offices:

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.

Responsibility:

(CDSD, ASD,

RRMO'S)