Office of the Chief Information Officer

United States Department of Agriculture

Common Office Records

Administrative records maintained in any agency office.  Records accumulated by individual offices that relate to routine day-to-day administration and management of the office rather than the mission-specific activities for which the office exists. Records include:

  • staff locators, unofficial organizational charts, and office seating charts

  • office-level administrative policies and procedures and files related to their development

  • calendars or schedules of daily activities of non-high-level officials (high-level officials are defined in GRS 6.1; this item covers those positions not defined as high-level)

  • informal requests and tracking of personnel training, travel, supplies, and equipment, excluding procurement and payment records and forms requesting training (e.g. SF-182)

  • internal office activity and workload reports

  • studies and analyses of office administrative functions and activities

  • non-mission related management reviews and surveys

  • minutes of meetings related to administrative activities

Retention

Destroy when business use ceases.

GRS or Approved Records Schedule

GRS 5.1, Item 010

Disposal Authority

DAA-GRS-2016-0016-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Non-recordkeeping copies of electronic records.  Non-recordkeeping copies of electronic records agencies maintain in email systems, computer hard drives or networks, web servers, or other locations after agencies copy the records to a recordkeeping system or otherwise preserve the recordkeeping version.

Retention

Destroy immediately after copying to a recordkeeping system or otherwise preserving, but longer retention is authorized if required for business use.GRS or Approved Records Schedule

GRS or Approved Records Schedule

GRS 5.1, Item 020

Disposal Authority

DAA-GRS-2016-0016-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Records of non-mission related internal agency committees.  Records created and maintained by committees established by an agency for facilitative or operational purposes unrelated to the agency’s mission, such as organizing events, selecting interior furnishings, overseeing volunteer activities, or employee recreational activities.

Retention

Destroy when business use ceases.

GRS or Approved Records Schedule

GRS 5.1, Item 030

Disposal Authority

DAA-GRS-2016-0016-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017