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