Records Management

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Procurement and Property Management Head Graphic

Use for general correspondence files of operating procurement units concerning internal operation and administration matters not covered elsewhere in this file plan.

RG 016 Disposition Authority: GRS 3, Item 2
Record Type: Temporary
Disposition: Destroy when 2 years old.

5000.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in the 5000 file series. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5000.a.1 Production Copies

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.

RG 016 Disposition Authority: GRS 3, Item 18.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping copy has been produced.

5000.a.2 Copies for Dissemination, Revision, or Updating

Copies used for disseminating, revising, or updating that are maintained in addition to the recordkeeping copy.

RG 016 Disposition Authority: GRS 3, Item 18.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or updating is completed.

5000-1 Procurement Policy

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding procurement.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

NOTE: Record sets of formal directives, procedural and operating manuals, publications, and management improvement reports submitted to the Office of Management and Budget (OMB), and the case files documenting their development are potentially permanent records and must be scheduled by submission of an SF 115 to NARA. (Instructions for Standard Form (SF) 115 : http://www.archives.gov/records_management/policy_
and_guidance/standard_form_115_instructions.html.)

5000-1-1 External or Non-Series Instructions: Procurement Management

Use for material of a directional nature which originates outside USDA or which originates within USDA but is not part of a formal directive system. Includes comments and other materials on proposed and existing instructions.

RG 016 Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5002 Routine Procurement Files

Use for contract, requisition, purchase order, lease, and bond and surety records, including correspondence and related papers pertaining to award, administration, receipt, inspection and payment (other than real property files and tax exemption files).

NOTE: Given the complexities of the rules on procurement, please consult with procurement officials when deciding which of the subitems to apply to a particular series of records.

5002.a Procurement or purchase organization copy, and related papers.

5002.a. (1) Transactions Dated on or After July 3, 1995

Transaction dated on or after July 3, 1995 (the effective date of the Federal Acquisition Regulations (FAR) rule defining "simplified acquisition threshold").

5002.a. (1) (a) Transactions that exceed the simplified acquisition threshold and all construction contracts exceeding $2,000.

Disposition Authority: GRS 3, Item 3.a.(1)(a)
Record Type: Temporary
Disposition: Destroy 6 years and 3 months after final payment.

5002.a. (1) (b) Transactions at or below the simplified acquisition threshold and all construction contracts at or below $2,000.

Disposition Authority: GRS 3, Item 3.a.(1)(B)
Record Type: Temporary
Disposition: Destroy 3 years after final payment.

5002.a. (2) Transactions dated earlier than July 3, 1995.

5002.a. (2) (a) Transactions that utilize other than small purchase procedures and all construction contracts exceeding $2,000.

Disposition Authority: GRS 3, Item 3.a.(2)(a)
Record Type: Temporary
Disposition: Destroy 6 years and 3 months after final payment.

5002.a. (2) (b) Transactions that utilize small purchase procedures and all construction contracts under $2,000.

Disposition Authority: GRS 3, Item 3.a.(2)(b)
Record Type: Temporary
Disposition: Destroy 3 years after final payment.

[NOTE: Given the complexities of the rules on procurement, please consult with procurement officials when deciding which of the subitems to apply to a particular series of records.]

5002.b Obligation Copy

Disposition Authority: GRS 3, Item 3.b
Record Type: Temporary
Disposition:Destroy when funds are obligated.

5002.c. Other Copies

Other copies of records described above used by component elements of a procurement office for administrative purposes.

Disposition Authority: GRS 3, Item 3.c
Record Type: Temporary
Disposition: Destroy upon termination or completion.

5002.d. Data Submitted to the Federal Procurement Data System (FPDS).

Electronic data file maintained by fiscal year, containing unclassified records of all procurements, other than small purchases, and consisting of information required under 48 CFR 4.601 for transfer to the FPDS.

Disposition Authority: GRS 3, Item 3.d
Record Type: Temporary
Disposition: Destroy or delete when 5 years old.

Records Currently Stored in Federal Records Center(s):

[NOTE: Unique procurement files are not covered by this schedule. With the standardization of the Government-wide procurement process under the FAR, such files are unlikely to exist. However, if an agency believes that a procurement file that has long-term research value, notify the Agency Records Officer. The Agency Records Officer should submit an SF 115.]

5003 Solicited and Unsolicited Bids and Proposals Files.

5003.a. Successful bids and proposals.

Disposition Authority: GRS 3, Item 5.a
Record Type: Temporary
Disposition: Destroy with related contract case files (see item 3 of this schedule).

5003.b. Solicited and unsolicited unsuccessful bids and proposals.

5003.b.(1) Small Purchases

Relating to small purchases as defined in the Federal Acquisition Regulation, 48 CFR Part 13.

Disposition Authority: GRS 3, Item 5.b.(1)
Record Type: Temporary
Disposition: Destroy 1 year after date of award or final payment, whichever is later.

5003.b.(2) Relating to transactions above the small purchase limitations in 48 CFR Part 13.

5003.b.(2)(a) When filed separately from contract case files.

Disposition Authority: GRS 3, Item 3.d
Record Type: Temporary
Disposition: Destroy when related contract is completed.

5003.b.(2)(b) When filed with contract case files.

Disposition Authority: GRS 3, Item 3.d
Record Type: Temporary
Disposition: Destroy with related contract case file (see item 3 of this schedule).

5003.c. Canceled solicitations files.

5003.c.(1) Formal solicitations of offers

Formal solicitations of offers to provide products or services (e.g., Invitations for Bids, Requests for Proposals, Requests for Quotations) which were canceled prior to award of a contract. The files include presolicitation documentation on the requirement, any offers that were opened prior to the cancellation, documentation on any Government action up to the time of cancellation, and evidence of the cancellation.

Disposition Authority: GRS 3, Item 5.c(1)
Record Type: Temporary
Disposition: Destroy 5 years after date of cancellation.

5003.c.(2) Unopened bids.

Disposition Authority: GRS 3, Item 5.c(2)
Record Type: Temporary
Disposition: Return to bidder.

5004 Lists or card files of acceptable bidders.

Disposition Authority: GRS 3, Item 5.d
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5005 Tax Exemption Files

Tax exemption certificates and related papers.

Disposition Authority: GRS 3, Item 12
Record Type: Temporary
Disposition: Destroy 3 years after period covered by related account.

5006 Procurement Reports

Use for material pertaining to bids, awards, inspections, and payments.

FILE by bid number in chronological sequence.

Disposition Authority: NC1-16-84-1, Item 5000-6
Record Type: Temporary
Office of Primary Interest: OPPM - Destroy when 3 years old.
Other Offices: Destroy when 1 year old

5007 Project Control

Use for memoranda, reports, and other records documenting assignments, progress, and completion of projects.

FILE: Case file alphabetically by title of project.

RG 016 Disposition Authority: GRS 16 Item 5
Record Type: Temporary
Disposition: Destroy 1 year after the year in which the project is closed.

Records Currently Stored in Federal Records Center(s):

5010 USDA Procurement Reporting System

Use for material pertaining to the automated payment system within the Department that dictates the use of a standard Department-wide procurement identification system for the purposes of reporting and control.

FILE by subject.

RG 016 Disposition Authority: NC1-16-84-1, Item 5010
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5020 Debarred, Suspended, and Ineligible Bidders

Use for lists of firms and individuals debarred or suspended, or declared ineligible for any cause.

FILE by bidder's name.

RG 016 Disposition Authority: NC1-16-84-1, Item 5020
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5030 Sureties

Use for material pertaining to the requirements stipulated when a bid performance, payment bond, or individual surety is required.

FILE in chronological sequence.

RG 016 Disposition Authority: NC1-16-84-1, Item 5030
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5040 Information Technology Acquisitions

Use for material pertaining to the actual procurement of all commercially available information technology equipment, software, maintenance services, and related supplies by Federal agencies and Government contractors as directed.

FILE by assigned number in chronological sequence.

NOTE: See 2000-2 for Agency Investment Portfolio (Exhibit 53) and Capital Asset Plan and Business Case (Exhibit 300); see 3100 for information technology architecture, infrastructure and design; see3232 for information technology asset management; see 3202 for third party services; see 3230 for information technology site management; see 3201 for information technology Performance Criteria Agreements.

RG 016 Disposition Authority: NC1-16-84-1, Item 5040
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5050 Contractors' Payroll Files

Use for contractors' payrolls (construction contracts) submitted in accordance with Department of Labor regulations, with related certifications, antikickback affadavits, and other related papers.

FILE in chronological sequence.

RG 016 Disposition Authority: GRS 3, Item 11
Record Type: Temporary
Disposition: Destroy 3 years after completion of contract unless contract performance is subject of enforcement action on such date.

5060 Departmental Blanket Purchase Arrangements

Use for documentation of blank purchase arrangements, e.g., letters, purchase orders, or other documents stating to vendor the person(s) authorized to make individual purchases, how purchases will be placed, i.e., by telephone or designated persons ordering and pick up supplies from vendor.

FILE by vendor's names.

Office of Primary Interest: OPPM (PD-OO)
RG 016 Disposition Authority: N1-16-84-1, Item 5060
Record Type: Temporary
Office of Primary Interest: OPPM (PD-OO) - Destroy when superseded or obsolete
Other Offices: Not applicable

Records Currently Stored in Federal Records Center(s): Not applicable

5070 Consulting Services

Use for material pertaining to the lists and costs of prsons who are members of a particular profession or possess a special skill and who are not officers or employees of the contractor.

FILE in chronological sequence.

Office of Primary Interest: OPPM (PD-OO)
RG 016 Disposition Authority: N1-16-84-1, Item 5070
Record Type: Temporary
Office of Primary Interest: OPPM (PD-OO) - Destroy when superseded or obsolete
Other Offices: Not applicable

Records Currently Stored in Federal Records Center(s): Not applicable

5080 Contract Disputes

Use for material pertaining to disputes relating to the contractor. Included is a copy of contractors' claims to the Procurement Contracting Officer and a copy of the Contracting Officer's decision.

NOTE: Also see Board of Contract Appeals: 1530

FILE in chronological sequence.

Office of Primary Interest: OPPM (PD-OO)
RG 016 Disposition Authority: N1-16-84-1, Item 5080
Record Type: Temporary
Office of Primary Interest: OPPM (PD-OO) - Destroy when superseded or obsolete
Other Offices: Not applicable

Records Currently Stored in Federal Records Center(s): Not applicable

5090 Small and Disadvantaged Business Utilization Files

Correspondence, reports, studies, goal statements, and other records relating to the small and disadvantaged business utilization program, as required by Pub.L. 95-507.

FILE by program title.

Office of Primary Interest: OPPM (PD-OO) & OSDBU
RG 016 Disposition Authority: GRS 3, Item 17
Record Type: Temporary
Disposition: Destroy when 3 years old

Records Currently Stored in Federal Records Center(s): Not applicable

5100 - Real Property Management

Use for material of a general nature which pertains to the management and use of buildings and land owned or leased by the Government, including its proper and economical use and which does not fit elsewhere in this category.

FILE by agency and location.

RG 016 Disposition Authority: GRS 4, Item 1
Record Type: Temporary
Disposition: Destroy when 2 years old

Records Currently Stored in Federal Records Center(s): Not applicable

5100-1 Real Property Management Policy and Procedure

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding real property management.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

5100-1-1 External or Non-Series Instructions: Procurement Management

5111 Real Property Acquisitions

Title papers documenting the acquisition of real property (by purchase, condemnation, donation, exchange, or otherwise), excluding records relating to property acquired prior to January 1, 1921.

FILE by series number or alphabetically by subject.

NOTE: Records relating to property acquired prior to January 1, 1921, are not covered and must be scheduled by submission of a Standard Form (SF) 115 to NARA.

5110.a. Records relating to property acquired after December 31, 1920, other than abstract or certificate of title.

RG 016 Disposition Authority: GRS 3, Item 1.a.
Record Type: Temporary
Disposition: Dispose 10 years after unconditional sale or release by the Government of conditions, restrictions, mortgages or other liens.

Records Currently Stored in Federal Records Center(s):

5110.b. Abstract or certificate of title.

RG 016 Disposition Authority: GRS 3, Item 1.b.
Record Type: Temporary
Disposition: Transfer to purchaser after unconditional sale or release by the Government of conditions, restrictions, mortgages, or other liens.

5112 Leasing

Use for material supporting the Department's authority to lease real property.

RG 016 Disposition Authority: NC1-16-84-1, Item 5112
Record Type: Temporary
Disposition: Destroy when superseded or obsolete

5112-1 Direct Leasing

Use for case files documenting direct leasing under GSA's delegated leasing authority. Includes formal lease and supporting documents.

FILE by location, property identification and agency

RG 016 Disposition Authority: NC1-16-84-1, Item 5112-1
Record Type: Temporary
Disposition: Retain until lease has been cancelled or expires.

5120 Land Utilization

Use for material pertaining to the utilization of government-owned land (including excess land). Includes utilization survey reports made by USDA and GSA.

FILE by location, property identification and agency

RG 016 Disposition Authority: NC1-16-84-1, Item 5120
Record Type: Temporary
Disposition:

5130 Real Property Files

Records necessary or convenient for the use of real property sold, donated, or traded to non-Federal ownership, including, if pertinent as determined by the releasing agency, site maps and surveys, plot plans, architect's sketches, working diagrams, preliminary drawings, blueprints, master tracings, utility outlet plans, equipment location plans, specifications, construction progress photographs, inspection reports, building and equipment management and maintenance records, allowance lists, and duplicate copies of title papers, provided (a) that the records can be segregated without harm to other documents of enduring value, (b) that no responsibility attaches to the Government because of disagreement between the transferred documents and the physical condition of the property at the time of conveyance, and (c) that if the property is released for historical use or purpose, the user agrees to retain them and return them to the Federal Government immediately upon the discontinuance of its use for historical purposes.

NOTE: Case files on the disposal of surplus real and related personal property and excess real property reports are not covered by the GRS because some of these files may have long-term legal value. Agencies must schedule these series by submitting an SF 115 to NARA.

RG 016 Disposition Authority: GRS 4, Item 4
Record Type: Temporary
Disposition: Transfer to new custodian upon completion of sale, trade, or donation proceedings, or acceptance of purchase money mortgage.

5130-1 Excess Real Property Reports

Use for excess property reports and supporting documents.

FILE by location, property identification and agency.

RG 016 Disposition Authority: GRS 4, Item 2
Record Type: Temporary
Disposition: Destroy when 3 years old

Records Currently Stored in Federal Records Center(s): 29 Cubic Feet, 1999

5140 Historical Significance / Preservation

Use for material pertaining ot the criteria set forth in the National Historic Preservation Act of 1966, Executive Order 11593, and the Advisory Council on Historical Preservation Guideline (39 FR 3366, 1-25-74). Additionally, Departmental policy on management enhancement and protection of cultural resources.

FILE alphabetically by subject.

RG 016 Disposition Authority: NC1-16-84-1, Item 5140
Record Type: Temporary
Disposition: Destroy when superseded or obsolete

Records Currently Stored in Federal Records Center(s):

5150 Relocation Assistance

Use for supporting material used in the implementation and/or management of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 applicable to the displacement and relocation of individuals, families, businesses, farms, etc., because of direct federal and federally assisted programs.

FILE by subject.

RG 016 Disposition Authority: NC1-16-84-1, Item 5150
Record Type: Temporary
Disposition: Destroy when superseded or obsolete

Records Currently Stored in Federal Records Center(s):

5160 Official Agency Symbols, Use of

Use for material pertaining to posted official signs of a prohibitory, regulatory, or directory nature and such subjects as use of Department seal; the Secretary's and Department's flag; naming of Department facilities; memorials, plaques, corner stones, etc.

FILE by subject.

Office of Primary Interest: OPPM
RG 016 Disposition Authority: NC1-16-84-1, Item 5160
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s):

5200 - Personal Property Management

Use for material of a general nature which pertains to nonexpendable equpment, acquisition, maintenance and disposal. Personal property includes such items as furniture and office equipment.

FILE by subject and agency if applicable.

Office of Primary Interest: OPPM
RG 016 Disposition Authority: NC1-16-84-1, Item 5200
Record Type: Temporary
Disposition: Destroy when 3 years old.

Records Currently Stored in Federal Records Center(s):

5200.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in this schedule. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5200.a.1 Production Copies

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.

RG 016 Disposition Authority: GRS 6, Item 12a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping copy has been produced.

Records Currently Stored in Federal Records Center(s):

5200.a.2 Copies for Dissemination, Revision, or Updating

Copies used for dissemination, revision, or updating that are maintained in addition to the recordkeeping copy.

RG 016 Disposition Authority: GRS 6, Item 12b
Record Type: Temporary
Disposition: Destroy/delete when dissemination, revision, or updating is completed.

5200-1 Administrative Issuances: Personal Property Management

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding personal property management. Includes case files related to the issuance that document aspects of the development of the issuance.

RG 016 Disposition Authority: GRS 16, Item 1.a and b
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5200-1-1 External or Non-Series Instructions

Use for material of a directional nature which originates outside USDA or which originates within USDA but is not part of a formal directive system. Includes comments and other materials on proposed and existing instructions.

RG 016 Disposition Authority: GRS 16, Item 4.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

5200-2 Personal Property Accountability List / Index

Use for listings which provide a means for accounting for personal property. Includes master property printouts, station listings, working capital and appropriated funds listings, etc.

FILE in chronological sequence.

RG 016 Disposition Authority: GRS 3, Item 9
Record Type: Temporary
Disposition: Destroy 2 years from date of list.

5200-4 Excess and Surplus Property Reports

Files contain records documenting purchases and intra/agency transfer. Printouts are generated from these records.

FILE by subject, agency, and state.

RG 016 Disposition Authority: GRS 4, Item 2
Record Type: Temporary
Disposition: Destroy when 3 years old.

5200-5 Project Control

Use for memoranda, reports and other records documenting assignments, progress and completion of projects.

FILE: case file alphabetically by title of project.

RG 016 Disposition Authority: GRS 16, Item 5
Record Type: Temporary
Disposition: Destroy 1 year after the year in which the project is closed.

5300 - Supply Management

Files of reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature), exclusive of Department of Defense Reports reflecting procurement under exemptions authorized under Section 201(a) of the Federal Property and Administrative Services Act of 1949 (40 U.S.C. 481).

FILE by subject in chronological sequence.

RG 016 Disposition Authority: GRS 4, Item 4
Record Type: Temporary
Disposition: Destroy when 2 years old.

5300.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in the 5300 series. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5300.a.1 Production Copies

5300.a.2 Copies for Dissemination, Revision, or Updating

5300-1 Supply Management Policy and Procedure

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding supply management.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

5300-1-1 External or Non-Series Instructions: Supply Management

5300-2 Inventory Requisition File

Requisitions for supplies and equipment for current inventory.

RG 016 Disposition Authority: GRS 3, Item 8.a and b
Record Type: Temporary
Disposition: Stockroom copy - Destroy 2 years after completion or cancellation of requisition. All other copies - Destroy when 6 months old.

Records Currently Stored in Federal Records Center(s):

5300-3 Inventory Files

5300-3.a. Inventory lists

RG 016 Disposition Authority: GRS 3, Item 9.a
Record Type: Temporary
Disposition: Destroy 2 years from date of list.

5300-3.b. Inventory cards.

FILE by Federal stock number or classification assigned to each supply item.

RG 016 Disposition Authority: GRS 3, Item 9.b
Record Type: Temporary
Disposition: Destroy 2 years after discontinuance of item, 2 years after stock balance is transferred to new card or recorded under a new classification, or 2 years after equipment is removed from agency control.

5300-4 Store Invoice Files

Invoices or equivalent papers used for stores accounting purposes.

RG 016 Disposition Authority: GRS 8, Item 2
Record Type: Temporary
Disposition: Destroy when 3 years old.

5300-5 Stores Accounting Files

Stores accounting returns and reports.

RG 016 Disposition Authority: GRS 8, Item 3
Record Type: Temporary
Disposition: Destroy when 3 years old.

5300-6 Working Papers

Working files used in accumulating stores accounting data.

RG 016 Disposition Authority: GRS 8, Item 4
Record Type: Temporary
Disposition: Destroy when 2 years old.

5300-7 Report of Survey Files

Report of survey files and other papers used as evidence for adjustment of inventory records, not otherwise covered in the above categories.

FILE in chrological sequence.

RG 016 Disposition Authority: GRS 3, Item 9.c
Record Type: Temporary
Disposition: Destroy 2 years after date of survey action or date of posting medium.

5300-8 Project Control: Supply Management

5400 - Fleet Management

Correspondence in the operating unit responsible for maintenance and operation of motor vehicles not otherwise covered in this schedule.

FILE by subject, organization and chronologically.

RG 016 Disposition Authority: GRS 10, Item 1
Record Type: Temporary
Disposition: Destroy when 2 years old.

5400.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in the 5400 file series. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5400.a.1 Production Copies

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.

RG 016 Disposition Authority: GRS 10, Item 8.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping copy has been produced.

5400.a.2 Copies for Dissemination, Revision, or Updating Copies used for disseminating, revising, or updating that are maintained in addition to the recordkeeping copy.

RG 016 Disposition Authority: GRS 10, Item 8.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or updating is completed.

5400-1 Procurement Policy

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding fleet management.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

5400-1-1 External or Non-Series Instructions: Procurement Management

5400-2 Leasing Motor Vehicles

Use for material which pertains to obtaining authority to lease General Services Administration vehicles or authority to lease commercially for agencies serviced by Departmental Administration. Also includes General Services Administration approvals or disapprovals.

FILE by agency, subject and vendor.

RG 016 Disposition Authority: NC1-16-84-1, Item 5400-2
Record Type: Temporary
Disposition: Destroy when 3 years old.

5400-3 Motor Vehicle Operator Files

Records relating to individual employee operation of Government-owned vehicles, including driver tests, authorization to use, safe driving awards, and related correspondence.

FILE by agency and alphabetically by employee.

RG 016 Disposition Authority: GRS 10, Item 7
Record Type: Temporary
Disposition: Destroy 3 years after separation of employee or 3 years after recision of authorization to operate Government-owned vehicle, whichever is sooner.

5400-4 Motor Vehicle Accident Files

Records relating to motor vehicle accidents, maintained by transportation offices, including SF 91, Motor Vehicle Accident Report, investigative reports, and SF 94, Statement of Witness.

FILE by agency, subject and vendor.

RG 016 Disposition Authority: GRS 10, Item 5
Record Type: Temporary
Disposition: Destroy 6 years after case is closed.

5400-5 Gasoline Sales Tickets

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

RG 016 Disposition Authority: GRS 6, Item 7
Record Type: Temporary
Disposition: Destroy after GAO audit or when 3 years old, whichever is sooner.

5400-6 Motor Vehicle Report Files

Reports on motor vehicles (other than accident reports5400-4, operating 5400-3, and maintenance reports 5400), including SF 82 - Agency Report of Motor Vehicle Data.

RG 016 Disposition Authority: GRS 10, Item 4
Record Type: Temporary
Disposition: Destroy 3 years after date of report.

5400-7 Project Control: Motor Vehicles

5500 Energy Management

Use for material of a general nature which pertains to actions taken to conserve energy and manage fuel resources which does not fit elsewhere in this category. Included is the relationship of energy to the operation and maintenance of agriculture facilities, utilities and equipment, and associated projects.

FILE in chronological sequence.

RG 016 Disposition Authority: NC1-16-84-1, Item 5500
Office of Primary Interest: Office of Budget and Program Analysis
Record Type: Temporary
Disposition: OBPA - Destroy when 3 years old; Other Offices: Destroy when 2 years old.

5500.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in the 5500 series. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5500.a.1 Production Copies

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.

RG 016 Disposition Authority: GRS 16, Item 15.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping copy has been produced.

5500.a.2 Copies for Dissemination, Revision, or Updating

Copies used for disseminating, revising, or updating that are maintained in addition to the recordkeeping copy.

RG 016 Disposition Authority: GRS 16, Item 15.b
Record Type: Temporary
Disposition: Destroy/delete when disseminating, revising, or updating is completed.

5500-1 Energy Management Policy and Procedure

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding energy management.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

5500-1-1 External or Non-Series Instructions: Energy Management

5500-2 Energy Conservation Reports

Use for material pertaining to energy consumption, projected fuel requirements, fuel availability and storage capacity, boiler plant equipment data, and similar reports. Department of Energy data requirements, and information collected for higher level agencies, and related documents.

FILE by agency.

RG 016 Disposition Authority: NC1-16-84-1, Item 5500-2
Office of Primary Interest: Office of Budget and Program Analysis
Record Type: Temporary
Disposition: OBPA - Destroy when no longer needed for reference. Other Offices: Destroy when 2 years

Records Currently Stored in Federal Records Center(s): Not applicable

5500-3 Project Control: Energy Management

5600 - Environmental Protection

Use for general material pertaining to action taken within USDA to reduce environmental pollution.

FILE chronologically by agency and location.

RG 016 Disposition Authority: NC1-16-84-1, Item 5600
Office of Primary Interest: Natural Resources & Environment
Record Type: Temporary
Disposition: NRE - Destroy when 3 years old; Other Offices - Destroy when 1 year old.

5600.a Electronic Mail and Word Processing System Copies

Electronic copies of records that are created on electronic mail and word processing systems and used solely to generate a recordkeeping copy of the records covered by the other items in the 5600 series. Also includes electronic copies of records created on electronic mail and word processing systems that are maintained for updating, revision, or dissemination.

5600.a.1 Production Copies

Copies that have no further administrative value after the recordkeeping copy is made. Includes copies maintained by individuals in personal files, personal electronic mail directories, or other personal directories on hard disk or network drives, and copies on shared network drives that are used only to produce the recordkeeping copy.

RG 016 Disposition Authority: GRS 16, Item 15.a
Record Type: Temporary
Disposition: Destroy/delete within 180 days after the recordkeeping copy has been produced.

5600.a.2 Copies for Dissemination, Revision, or Updating

5600-1 Environmental Protection Policy and Procedure

Issuances that originate within Department agencies or staff offices as interpretations of external directives or enabling legislation regarding Environmental Protection.

Disposition Authority: GRS 16, Item 1.a.
Record Type: Temporary
Disposition: Destroy when superseded or obsolete.

Records Currently Stored in Federal Records Center(s): Not applicable

5600-1-1 External or Non-Series Instructions: Environmental Protection

5600-2 Environmental Pollution Reduction

Use for material pertaining to the criteria, practice and application of measures to prevent water, air, noise, or ground pollution or to reduce such pollution as may exist. Included are inventories of sources of pollution, annual reports describing progress in accomplishing objectives of environmental pollution reduction plans, and related or similar documents.

NOTE: Environmental Protection Agency has record copy.

FILE chronologically by agency and location.

RG 016 Disposition Authority: NC1-16-84-1, Item 5600-2
Office of Primary Interest: Natural Resources & Environment (NRE)
Record Type: Temporary
Disposition: NRE - Destroy when superseded or obsolete or no longer needed for reference; Other Offices - Destroy when superseded or obsolete or no longer needed

5600-3 Environmental Pollution Complaints

Use for material pertaining to complaints regarding alleged environmental pollution by agricultural activities. Included are letters of complaint, investigations or studies; replies to complaints; and similar or related documents.

FILE chronologically by agency and location.

RG 016 Disposition Authority: NC1-16-84-1, Item 5600-3
Office of Primary Interest: Natural Resources & Environment (NRE)
Record Type: Temporary
Disposition: NRE - Destroy 6 years after complaint has been resolved; Other Offices - Destroy when 1 year old.

5600-4 Environmental Progress Reports

Use for material pertaining to the progress in accomplishing objectives to reduce environmental pollution.

FILE by subject in chronological order.

RG 016 Disposition Authority: NC1-16-84-1, Item 5600-4
Office of Primary Interest: Natural Resources & Environment (NRE)
Record Type: Temporary
Disposition: NRE - Destroy when 3 years old; Other Offices - Destroy when 1 year old.

5600-5 Project Control: Environmental Protection

We welcome your comments and suggestions about these pages. For information related to the USDA Records Management Program,please contact Colleen Snyder.

http://www.ocio.usda.gov/records/procurement_property_files.html

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