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Correspondence, reports, authorizations, and other records
that relate to the management of agency records, including
such matters as forms, correspondence, reports, mail, and
files management; the use of microforms, IT systems, and word
processing; records management surveys; vital records programs,
and all other aspects of records management not covered elsewhere.
Office of Primary Interest: OCIO
RG 016 Disposition Authority: GRS 16, Item
7
Record Type: Temporary
Disposition: Destroy when 6 years old.
Records Currently Stored in Federal Records Center(s):
26 cubic feet (1 in 1997, 25 in 2001)
3000.a Electronic Mail and Word Processing System Copies:
Information Management
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.
3000.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 24, Item
12.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days
after the recordkeeping copy has been produced.
3000.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 24, Item
12.b
Record Type: Temporary
Disposition: Destroy/delete when dissemination,
revision, or updating is completed.
3000-1 Administrative Issuances:
Information Management
Issuances that originate within Department agencies or staff
offices as interpretations of external directives or enabling
legislation. [See note after item 3000-1.b.]
Office of Primary Interest: OCIO
RG 016 Disposition Authority: GRS 16, Item
1.a
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
3000-1.b Case Files
Case files related to (3000-1) above that document aspects
of the development of the issuance.
Office of Primary Interest: OCIO
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.)]
3000-1-1 External or Non-Series Instructions: Information
Management
Use for material of a directional nature which originates
outside USDA or which originates within USDA but is not part
of a formal directive system. Includes comments and other
materials on proposed and existing instructions.
RG 016 Disposition Authority: GRS 16, Item
1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
3010 Directives Management
Administrative management related temporary or ephemeral
materials include working papers that do not have a direct
bearing on the transaction, intermediate drafts of documents
and worksheets that do not represent significant basic steps
in the preparation of final drafts, letters or memoranda of
transmittal and acknowledgment, routing slips, and extra copies
of documents.
RG 016 Disposition Authority: GRS 16, Item
1.b
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
3010-1 Directives, Departmental
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.)
3010-1.a Departmental Regulations and Departmental Manuals
Departmental Regulations (DR's) and Departmental Manuals
(DM's) in the 1000 and 9000 classification series. All others
can be destroyed when no longer needed.
Office of Primary Interest: OCIO/eGov (OIRM/IMD)
RG 016 Disposition Authority: GRS 16, Item
1.b (Note)
Record Type: Permanent
OPI Keeps: Offer to NARA in 5 year blocks
when 20 years old.
Other Offices: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s): None.
3010-1-b Secretary's Memorandums
Secretary's Memorandum (SM's) and any Departmental Directives
signed by the Secretary.
Office of Primary Interest: OES
RG 016 Disposition Authority: NC1-16-84-1, Item 3010-1.b
Record Type: Permanent
OPI Keeps: Offer to NARA in 5 year blocks
when 20 years old.
Other Offices: Destroy when superseded or
obsolete.
Records Currently Stored in Federal Records Center(s):
3010-2 Directives: Distribution, Maintenance & Printing
Use for material pertaining to the printing, delivery and
storage of directives.
RG 016 Disposition Authority: GRS 13, Item
2.b
Record Type: Temporary
OPI Keeps: Destroy when 3 years old.
3010-3 Organizational Dockets
Use for material which has been prepared for publication
in the Federal Register and which pertains to the organizational
structure and basic policies of the Department and its agencies.
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.
FILE by agency and docket number.
RG 016 Disposition Authority: GRS 13, Item
2.a
Record Type: Temporary
Disposition: Destroy 1 year after completion of job.
3020 Forms Management
3020.a Record Copy of Forms
One record copy of each form created with related instructions
and documentation showing inception, scope, and purpose of
the form.
RG 016 Disposition Authority: GRS 16, Item
3.a
Record Type: Temporary
Disposition: Destroy 5 years after related form is
discontinued, superseded, or canceled.
Records Currently Stored in Federal Records Center(s):
3020.b Forms Background
Background materials, requisitions, specifications, processing
data, and control records.
RG 016 Disposition Authority: GRS 16, Item
3.b
Record Type: Temporary
Disposition: Destroy when related form is discontinued,
superseded, or canceled.
3040 Information Collection
Budget Files
Reports required by the OMB under the Paperwork Reduction
Act about the number of hours the public spends fulfilling
agency reporting requirements. Included are associated feeder
reports, report exhibits, correspondence, directives, and
statistical compilations.
RG 016 Disposition Authority: GRS 16, Item
12
Record Type: Temporary
Disposition: Destroy when 7 years old.
Records Currently Stored in Federal Records Center(s):
3050 Freedom of Information
Act (FOIA) Files
Files created in response to requests for information under
the FOIA, consisting of the original request, a copy of the
reply thereto, and all related supporting files which may
include the official file copy of requested record or copy
thereof.
Records Currently Stored in Federal Records Center(s):
3050.a. Correspondence
Correspondence and supporting documents (EXCLUDING the official
file copy of the records requested if filed herein).
(1) Granting access to all the requested records.
RG 016 Disposition Authority: GRS 14, Item
11.a(1)
Record Type: Temporary
Disposition: Destroy 2 years after date of reply.
(2) Responding to requests for nonexistent records; to requesters
who provide inadequate descriptions; and to those who fail
to pay agency reproduction fees.
(a) Request not appealed.
RG 016 Disposition Authority: GRS 14, Item
11.a(2)(a)
Record Type: Temporary
Disposition:Destroy 2 years after date of reply.
(b) Request appealed.
RG 016 Disposition Authority: GRS 14, Item
11.a(2)(B)
Record Type: Temporary
Disposition:Destroy as authorized under GRS 14, Item
12.
(3) Denying access to all or part of the records requested.
(a) Request not appealed.
RG 016 Disposition Authority: GRS 14, Item
11.a(3)(a)
Record Type: Temporary
Disposition:Destroy 6 years after date of reply.
(b) Request appealed.
RG 016 Disposition Authority: GRS 14, Item
11.a(3)(b)
Record Type: Temporary
Disposition:Destroy as authorized under Item 12.
3050.b. Official file copy of requested records.
RG 016 Disposition Authority: GRS 14, Item
11.b
Record Type: Temporary
Disposition: Dispose of in accordance with approved
agency disposition instructions for the related records or
with the related FOIA request, whichever is later.
3050.c FOIA Appeals Files
Files created in responding to administrative appeals under
the FOIA for release of information denied by the agency,
consisting of the appellant's letter, a copy of the reply
thereto, and related supporting documents, which may include
the official file copy of records under appeal or copy thereof.
3050.c(1) Correspondence and supporting documents (EXCLUDING
the file copy of the records under appeal if filed herein).
RG 016 Disposition Authority: GRS 14, Item
12.a
Record Type: Temporary
Disposition: Destroy 6 years after final determination
by agency, 6 years after the time at which a requester could
file suit, or 3 years after final adjudication by the courts,
whichever is later.
3050.c(2) Official file copy of records under appeal.
RG 016 Disposition Authority: GRS 14, Item
12.b
Record Type: Temporary
Disposition: Dispose of in accordance with approved
agency disposition instructions for the related record or
with the related FOIA request, whichever is later.
3050.d FOIA Control Files
Files maintained for control purposes in responding to requests,
including registers and similar records listing date, nature,
and purpose of request and name and address of requester.
3050.d(1) Registers or listing.
RG 016 Disposition Authority: GRS 14, Item
13.a
Record Type: Temporary
Disposition: Destroy 6 years after date of last entry.
3050.d(2) Other files.
RG 016 Disposition Authority: GRS 14, Item
13.b
Record Type: Temporary
Disposition: Destroy 6 years after final action by
the agency or after final adjudication by courts, whichever
is later.
3050.e FOIA Reports Files
[See note after this item.] Recurring reports and one-time
information requirements relating to the agency implementation
of the Freedom of Information Act, EXCLUDING annual reports
to the Congress at the departmental or agency level.
RG 016 Disposition Authority: GRS 14, Item
14
Record Type: Temporary
Disposition: Destroy when 2 years old. [NOTE: The
GRS does not cover departmental or agency level annual reports
to the Congress. These reports should be scheduled for transfer
to the National Archives of the United States by submitting
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.)]
3050.f FOIA Administrative Files
Records relating to the general agency implementation of
the FOIA, including notices, memoranda, routine correspondence,
and related records.
RG 016 Disposition Authority: GRS 14, Item
15
Record Type: Temporary
Disposition: Destroy when 2 years old.
3060 Privacy Act Files
Files created in response to requests from individuals to
gain access to their records or to any information in the
records pertaining to them, as provided for under 5 U.S.C.
552a(d)(1). Files contain original request, copy of reply
thereto, and all related supporting documents, which may include
the official file copy of records requested or copy thereof.
Records Currently Stored in Federal Records Center(s):
3060.a. Privacy Act Correspondence
Correspondence and supporting documents (EXCLUDING the official
file copy of the records requested if filed herein).
(1) Granting access to all the requested records.
RG 016 Disposition Authority: GRS 14, Item
21(a)(1)
Record Type: Temporary
Disposition: Destroy 2 years after date of reply.
(2) Responding to requests for nonexistent records; to requesters
who provide inadequate descriptions; and to those who fail
to pay agency reproduction fees.
(a) Requests not appealed.
RG 016 Disposition Authority: GRS 14, Item
21(a)(2)(a)
Record Type: Temporary
Disposition: Destroy 2 years after date of reply.
(b) Requests appealed.
RG 016 Disposition Authority: GRS 14, Item
21(a)(2)(b)
Record Type: Temporary
Disposition: Destroy as authorized under Item 22.
(3) Denying access to all or part of the records requested.
(a) Requests not appealed.
RG 016 Disposition Authority: GRS 14, Item
21(a)(3)
Record Type: Temporary
Disposition: Destroy 5 years after date of reply.
(b) Requests appealed.
RG 016 Disposition Authority: GRS 14, Item
21(a)(3)(a)
Record Type: Temporary
Disposition: Destroy as authorized under Item 22.
3060.b. Official file copy of requested records.
RG 016 Disposition Authority: GRS 14, Item
21(b)
Record Type: Temporary
Disposition: Dispose of in accordance with approved
agency disposition instructions for the related records or
with the related Privacy Act request, whichever is later.
3060.c Privacy Act Amendment Case Files
Files relating to an individual's request to amend a record
pertaining to that individual as provided for under 5 U.S.C.
552a(d)(2); to the individual's request for a review of an
agency's refusal of the individual's request to amend a record
as provided for under 5 U.S.C. 552a(d)(3); and to any civil
action brought by the individual against the refusing agency
as provided under 5 U.S.C. 552a(g).
3060.c (1) Requests to amend agreed to by agency. Includes
individual's requests to amend and/or review refusal to amend,
copies of agency's replies thereto, and related materials.
RG 016 Disposition Authority: GRS 14, Item
22(a)
Record Type: Temporary
Disposition: Dispose of in accordance with the approved
disposition instructions for the related subject individual's
record or 4 years after agency's agreement to amend, whichever
is later.
3060.c(2) Requests to amend refused by agency. Includes individual's
requests to amend and to review refusal to amend, copies of
agency's replies thereto, statement of disagreement, agency
justification for refusal to amend a record, and related materials.
RG 016 Disposition Authority: GRS 14, Item
22(b)
Record Type: Temporary
Disposition:Dispose of in accordance with the approved
disposition instructions for the related subject individual's
record, 4 years after final determination by agency, or 3
years after final adjudication by courts, whichever is later.
3060.c(3) Appealed requests to amend. Includes all files
created in responding to appeals under the Privacy Act for
refusal by any agency to amend a record.
RG 016 Disposition Authority: GRS 14, Item
22(c)
Record Type: Temporary
Disposition:Dispose of in accordance with the approved
disposition instructions for related subject individual's
record or 3 years after final adjudication by courts, whichever
is later.
3060.d Privacy Act Accounting of Disclosure Files.
Files maintained under the provisions of 5 U.S.C. 552a(c)
for an accurate accounting of the date, nature, and purpose
of each disclosure of a record to any person or to another
agency, including forms for showing the subject individual's
name, requester's name and address, purpose and date of disclosure,
and proof of subject individual's consent when applicable.
RG 016 Disposition Authority: GRS 14, Item
23
Record Type: Temporary
Disposition:Dispose of in accordance with the approved
disposition instructions for the related subject individual's
records or 5 years after the disclosure for which the accountability
was made, whichever is later.
3060.e Privacy Act Control Files.
Files maintained for control purposes in responding to requests,
including registers and similar records listing date, nature
of request, and name and address of requester.
3060.e(1) Registers or listings.
RG 016 Disposition Authority: GRS 14, Item
24(a)
Record Type: Temporary
Disposition: Destroy 5 years after date of last entry.
3060.e(2) Other files.
RG 016 Disposition Authority: GRS 14, Item
24(a)
Record Type: Temporary
Disposition: Destroy 5 years after final action by
the agency or final adjudication by courts, whichever is later.
3060.f Privacy Act Reports
Files.
Recurring reports and one-time information requirement relating
to agency implementation, including biennial reports to the
Office of Management and Budget (OMB), and the Report on New
Systems at all levels. (See http://whitehouse.gov/omb/memoranda/m03-22.html
for guidance on preparing Privacy Act Assessments.)
[NOTE: The GRS does not cover the biennial
report to Congress from OMB.]
RG 016 Disposition Authority: GRS 14, Item
25
Record Type: Temporary
Disposition: Destroy when 2 years old.
3060.g Privacy Act General Administrative Files.
Records relating to the general agency implementation of
the Privacy Act, including notices, memoranda, routine correspondence,
and related records.
RG 016 Disposition Authority: GRS 14, Item
26
Record Type: Temporary
Disposition:Destroy when 2 years old.
3080 Records Disposition Files
Descriptive inventories, disposal authorizations, schedules,
and reports. Basic documentation of records description
and disposition programs, including SF 115 - Request for Records
Disposition Authority ((Instructions for Standard Form (SF)
115 : http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.); SF
135- Records Transmittal and Receipt; SF 258 - Agreement to
Transfer Records to National Archives of the United States;
and related documentation.
3080.a Approved Disposition Authorities
SF 115s that have been approved by NARA.
RG 016 Disposition Authority: GRS 16, Item
2.a(1)
Record Type: Temporary
Disposition: Destroy 2 years after supersession.
3080.b Other Dispositions
RG 016 Disposition Authority: GRS 16, Item
2.a(2)
Record Type: Temporary
Disposition: Destroy 6 years after the related records
are destroyed or after the related records are transferred
to the National Archives of the United States, whichever is
applicable.
3080.c Routine Records Correspondence
Routine correspondence and memoranda.
RG 016 Disposition Authority: GRS 16, Item
2.b
Record Type: Temporary
Disposition:Destroy when 2 years old.
3090 Vital Records
Only those records series or electronic information systems
(or portions of them) most critical to emergency operations
or the preservation of legal or financial rights should be
designated as vital. The inventory of vital records should
include:
- The name of the office responsible for the records series
or electronic information system containing vital information
- The title of each records series or information system
containing vital information
- Identification of each series or system that contains
emergency-operating vital records or vital records relating
to rights
- The medium on which the records are recorded
- The physical location for offsite storage of copies of
the records series or system
- The frequency with which the records are to be cycled
(updated).
3100 IT Infrastructure Design
and Implementation Files
Records of individual projects designed to provide and support
new agency IT infrastructure (see Note),
systems, and services. Includes records documenting:
(1) requirements for and implementation of functions such
as maintaining network servers, desktop computers, and other
hardware, installing and upgrading network operating systems
and shared applications, and providing data telecommunications;
(2) infrastructure development and maintenance such as acceptance/accreditation
of infrastructure components, analysis of component options,
feasibility, costs and benefits, and work associated with
implementation, modification, and troubleshooting;
(3) models, diagrams, schematics, and technical documentation;
and
(4) quality assurance reviews and test plans, data, and results.
[Note:
IT Infrastructure means the basic systems and services used
to supply the agency and its staff with access to computers
and data telecommunications. Components include hardware such
as printers, desktop computers, network and web servers, routers,
hubs, and network cabling, as well as software such as operating
systems (e.g., Microsoft Windows and Novell NetWare) and shared
applications (e.g., electronic mail, word processing, and
database programs). The services necessary to design, implement,
test, validate, and maintain such components are also considered
part of an agency's IT infrastructure. However, records relating
to specific systems that support or document mission goals
are not covered by this item and must be scheduled individually
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.)]
3100.a. Records for projects that are not implemented.
Office of Primary Interest: Office of the
Chief Information Officer
RG 016 Disposition Authority: GRS 24, Item
11.a
Record Type: Temporary
Disposition: Destroy/delete 1 year after
final decision is made.
Records Currently Stored in Federal Records Center(s):
3100.b. Records for projects that are implemented.
Office of Primary Interest: Office of the
Chief Information Officer
RG 016 Disposition Authority: GRS 24, Item
11.b
Record Type: Temporary
Disposition: Destroy/delete 5 years after
project is terminated.
Records Currently Stored in Federal Records Center(s):
3100.c. Installation and testing records.
Office of Primary Interest: Office of the
Chief Information Officer
RG 016 Disposition Authority: GRS 24, Item
11.c
Record Type: Temporary
Disposition: Destroy/delete 3 years after
final decision on acceptance is made.
Records Currently Stored in Federal Records Center(s):
3200 - Information Technology
(IT) Management
The 3200 series provides disposal authorization for certain
files created and maintained in the operation and management
of information technology (IT) and related services. As defined
in the Information Technology Management Reform Act of 1996
(now the Clinger-Cohen Act), "information technology" includes
computers, ancillary equipment, software, firmware and similar
procedures, services (including support services), and related
resources. The 3200 series does not cover all records relating
to information technology operations and management. In addition,
the 3200 series does not apply to system data or information
content, which must be scheduled separately by submitting
an SF 115, Request for Records Disposition Authority, to the
National Archives and Records Administration (NARA). (Instructions
for Standard Form (SF) 115 : http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)
3201 Performance Criteria Agreements
Agreements formalizing performance criteria for quantity
and quality of service, including definition of responsibilities,
response times and volumes, charging, integrity guarantees,
and non-disclosure agreements.
[Note: Copies of records needed to support contracts should
be in 5000-2 Routine Procurement files.]
Office of Primary Interest: Office of the
Chief Information Officer
RG 016 Disposition Authority: GRS 24, Item
9.a
Record Type: Temporary
Disposition: Destroy/delete 3 years after
agreement is superseded or terminated.
Records Currently Stored in Federal Records Center(s):
3202 IT Third Party Services
Files related to managing third-party services, including
records that document control measures for reviewing and monitoring
contracts and procedures for determining their effectiveness
and compliance.
RG 016 Disposition Authority: GRS 24, Item
9.b
Record Type: Temporary
Disposition: Destroy/delete 3 years after
control measures or procedures are superseded or terminated.
Records Currently Stored in Federal Records Center(s):
3203 IT Operations: Charges
and Payments
Records generated in IT management and service operations
to identify and allocate charges and track payments for computer
usage, data processing and other IT services EXCLUDING records
that are part of the agency's cost accounting system, which
are covered in the 2200 Fiscal
Management series.
RG 016 Disposition Authority: GRS 24, Item
9.c
Record Type: Temporary
Disposition: Destroy/delete records with
no outstanding payment issues when 3 years old.
Records Currently Stored in Federal Records Center(s):
3210 IT Operations Oversight
and Compliance Files
IT operations records relating to compliance with IT policies,
directives, and plans including recurring and special reports,
responses to findings and recommendations, and reports of
follow-up activities.
3210.a IT Operations Performance Measurements and Benchmarks
RG 016 Disposition Authority: GRS 24, Item
1.a
Record Type: Temporary
Disposition: Destroy/delete when 5 years
old or 1 year after there are no unresolved issues, whichever
is longer.
Records Currently Stored in Federal Records Center(s):
3210.b Other IT Oversight and Compliance Records
All other oversight and compliance records, including certification
and accreditation of equipment, quality assurance reviews
and reports, reports on implementation of plans, compliance
reviews, and data measuring or estimating impact and compliance.
RG 016 Disposition Authority: GRS 24, Item
1.b
Record Type: Temporary
Disposition: Destroy/delete when 3 years
old or 1 year after responsible office determines that there
are no unresolved issues, whichever is longer. [Note: See
item 3230.b for performance files relating to systems.]
Records Currently Stored in Federal Records Center(s):
3220 IT Customer Service Files
3220.a. Help Desk Information, FAQs
Records related to providing help desk information to customers,
including pamphlets, responses to "Frequently Asked Questions,"
and other documents prepared in advance to assist customers.
RG 016 Disposition Authority: GRS 24, Item
10.a
Record Type: Temporary
Disposition: Destroy/delete 1 year after
record is superseded or obsolete.
3220.b Help Desk Documentation
Help desk logs and reports and other files related to customer
query and problem response; query monitoring and clearance;
and customer feedback records; and related trend analysis
and reporting.
RG 016 Disposition Authority: GRS 24, Item
10.b
Record Type: Temporary
Disposition: Destroy/delete when 1 year old
or when no longer needed for review and analysis, whichever
is later.
3230 IT Facility, Site Management,
and Equipment Support Services Records
Records maintained by offices responsible for the control
and operation of buildings and rooms where IT equipment, systems,
and storage media are located, including files identifying
IT facilities and sites, and files concerning implementation
of IT facility and site management and equipment support services
provided to specific sites, including reviews, site visit
reports, trouble reports, equipment service histories, reports
of follow-up actions, and related correspondence.
Office of Primary Interest: Office of the
Chief Information Officer
RG 016 Disposition Authority: GRS 24, Item
2
Record Type: Temporary
Disposition: Destroy/delete when 3 years
old, or when superseded or obsolete, whichever is longer.
Records Currently Stored in Federal Records Center(s):
3231 IT Inventory Files
Inventories of IT assets, network circuits, and building
or circuitry diagrams, including equipment control systems
such as databases of barcodes affixed to IT physical assets.
RG 016 Disposition Authority: GRS 24, Item
3.a
Record Type: Temporary
Disposition: Destroy/delete 1 year after
completion of the next inventory.
3232 IT Asset Management Files
Records created and retained for asset management, performance
and capacity management, system management, configuration
and change management, and planning, follow-up, and impact
assessment of operational networks and systems. Includes,
but is not limited to:
3232.a Detailed System Documentation
Data and detailed reports on implementation of systems, applications
and modifications; application sizing, resource and demand
management; documents identifying, requesting, and analyzing
possible changes, authorizing changes, and documenting implementation
of changes; documentation of software distribution and release
or version management.
RG 016 Disposition Authority: GRS 24, Item
3.b(1)
Record Type: Temporary
Disposition: Destroy/delete 1 year after
termination of system.
3232.b Routine IT Maintenance
Records of routine IT maintenance on the network infrastructure
documenting preventative, corrective, adaptive and perfective
(enhancement) maintenance actions, including requests for
service, work orders, service histories, and related records.
RG 016 Disposition Authority: GRS 24, Item
3.b(2)
Record Type: Temporary
Disposition: Destroy/delete when 3 years
old or 1 year after termination of system, whichever is sooner.
Records Currently Stored in Federal Records Center(s):
[Note: If any maintenance activities have a major impact
on a system or lead to a significant change, those records
should be maintained as part of the item 3232.a.]
3233 System Restoration Backup
Tapes
Backup tapes maintained for potential system restoration
in the event of a system failure or other unintentional loss
of data.
3233.a Incremental Backup Tapes
RG 016 Disposition Authority: GRS 24, Item
4.a(1)
Record Type: Temporary
Disposition: Delete/destroy incremental backup
tapes when superseded by a full backup, or when no longer
needed for system restoration, whichever is later.
3233.b Full Backup Tapes
RG 016 Disposition Authority: GRS 24, Item
4.a(2)
Record Type: Temporary
Disposition: Delete/destroy full backup tapes
when second subsequent backup is verified as successful or
when no longer needed for system restoration, whichever is
later. [Note: See GRS 20, item 8, for backups of master files
and databases.]
3233.c Tape Library Records
Tape library records including automated files and manual
records used to control the location, maintenance, and disposition
of magnetic media in a tape library including list of holdings
and control logs.
RG 016 Disposition Authority: GRS 24, Item
4.b
Record Type: Temporary
Disposition: Destroy/delete when superseded
or obsolete.
3234 Workload Schedules
Workload schedules, run reports, and schedules of maintenance
and support activities.
RG 016 Disposition Authority: GRS 24, Item
8.a
Record Type: Temporary
Disposition: Destroy/delete when 1 year old.
3235 Problem Reports
Problem reports and related decision documents relating to
the software infrastructure of the network or system.
RG 016 Disposition Authority: GRS 24, Item
8.b
Record Type: Temporary
Disposition: Destroy/delete 1 year after
problem is resolved.
3236 Performance Indicators
Reports on operations, including measures of benchmarks,
performance indicators, and critical success factors, error
and exception reporting, self-assessments, performance monitoring;
and management reports.
RG 016 Disposition Authority: GRS 24, Item
8.c
Record Type: Temporary
Disposition: Destroy/delete when 3 years
old.
Records Currently Stored in Federal Records Center(s):
3300 TELECOMMUNICATIONS
Telecommunications general files, including plans, reports,
and other records pertaining to equipment requests, telephone
service, and like matters.
RG 016 Disposition Authority: GRS 12, Item
2.b
Record Type: Temporary
Disposition: Destroy when 3 years old.
Records Currently Stored in Federal Records Center(s):
3300-1 Telcommunications
Policy
Departmental policy on the acquisition, installation, and
use of telecommunications equipment and services.
Office of Primary Interest: OCIO
RG 016 Disposition Authority: GRS 16, Item
1.a
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.
3300-3 Telcommunications
Statistics
Telecommunications statistical reports including cost and
volume data.
RG 016 Disposition Authority: GRS 12, Item
2.c
Record Type: Temporary
Disposition: Destroy when 1 year old.
3300-4 Telecommunications
Vouchers
Reference copies of vouchers, bills, invoices, and related
records.
RG 016 Disposition Authority: GRS 12, Item
2.d(1)
Record Type: Temporary
Disposition: Destroy when 1 fiscal year old.
3310 Telecommunications Equipment
Records relating to installation, change, removal, and servicing
of equipment.
RG 016 Disposition Authority: GRS 12, Item
2.d(2)
Record Type: Temporary
Disposition: Destroy 1 year after audit or
when 3 years old, whichever is sooner.
3315 Telecommunications Service
Agreements
Copies of agreements with background data and other records
relating to agreements for telecommunications services.
RG 016 Disposition Authority: GRS 12, Item
2.e
Record Type: Temporary
Disposition: Destroy 2 years after expiration
or cancellation of agreement.
Records Currently Stored in Federal Records Center(s):
3330 Telecommunications
Operational Files
Message registers, logs, performance reports, daily load
reports, and related and similar records.
[NOTE: Master files and data bases created
to supplement or replace the records covered by item 3330
are not authorized for disposal. Such files must be scheduled
on an SF 115. (Instructions for Standard Form (SF) 115 : http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)]
RG 016 Disposition Authority: GRS 12, Item
3.a
Record Type: Temporary
Disposition: Destroy when 6 months old.
3340 Telephone
Use (Call Detail) Records
Initial reports of use of telephone lines (e.g., telephone
calls, facsimile transmissions and electronic mail) during
a specified period provided by a telephone company, the General
Services Administration, the Defense Information Systems Agency,
or a private sector exchange on an agency's premises, as well
as records generated from initial reports from administrative,
technical, or investigative follow-up. Included is such information
as the originating number, destination number, destination
city and state, date and time of use, duration of the use,
and the estimated or actual cost of the use. EXCLUDED are
records accumulated in connection with substantive investigations
and audits that are covered by the 1700 Inspector General
Records file series or 2220 Accountable Officers' Files
file series.
RG 016 Disposition Authority: GRS 12, Item
4
Record Type: Temporary
Disposition: Destroy when 3 years old. Initial
reports may be destroyed earlier if the information needed
to identify abuse has been captured in other records.
Records Currently Stored in Federal Records Center(s):
3500 - System Security Plans
and Disaster Recovery Plans
RG 016 Disposition Authority: GRS 24, Item
5.a
Record Type: Temporary
Disposition: Destroy/delete 1 year after
system is superseded.
3510 IT Risk Assessments
Documents identifying IT risks and analyzing their impact,
risk measurements and assessments, actions to mitigate risks,
implementation of risk action plan, service test plans, test
files and data.
RG 016 Disposition Authority: GRS 24, Item
5.b
Record Type: Temporary
Disposition: Destroy/delete 1 year after
system is superseded.
3520 User Identification, Profiles,
Authorizations, and Passwords
User Identification, Profiles, Authorizations, and Password
Files, EXCLUDING records relating to electronic signatures.
3520.a Special Accountability Systems
Systems requiring special accountability, e.g., those containing
information that may be needed for audit or investigative
purposes and those that contain classified records.
RG 016 Disposition Authority: GRS 24, Item
6.a
Record Type: Temporary
Disposition: Destroy/delete inactive file
6 years after user account is terminated or password is altered,
or when no longer needed for investigative or security purposes,
whichever is later.
Records Currently Stored in Federal Records Center(s):
3520.b Routine Systems
Routine systems, i.e., those not covered by item 3520.a.
RG 016 Disposition Authority: GRS 24, Item
6.b
Record Type: Temporary
Disposition: See GRS 20, item 1c.
3530 Computer Security Incident
Handling, Reporting and Follow-up
RG 016 Disposition Authority: GRS 24, Item
7
Record Type: Temporary
Disposition: Destroy/delete 3 years after
all necessary follow-up actions have been completed.
Records Currently Stored in Federal Records Center(s):
 We welcome your comments
and suggestions about these pages. For information related
to the USDA Records Management Program, please contact Colleen
Snyder.
http://www.ocio.usda.gov/records/information_ management.html
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