Office of the Chief Information Officer

United States Department of Agriculture

Emergency and Disaster Planning/COOP

Geo Security Information System (GeoSIS) – Used for the management and tracking of USDA Critical Infrastructure by utilizing geospatial and physical security data records.  GeoSIS is a database repository used by the Office of Homeland Security and Emergency Coordination – Physical Security Division for analysis and decision support to meet Homeland Security Presidential Directive (HSPD) 7 and HSPD 9 and ensure the safety of USDA’s critical facilities.   

Master File – System stores information about the assets of USDA facility operational risks utilizing geospatial and physical security data

Retention

Cut-off at end of calendar year. Delete/destroy 10 years after Cut-off date or when no longer needed for administrative, legal, and audit purposes.

GRS or Approved Records Schedule

N1-016-09-3, Item 3

Disposal Authority

N1/016/09/3/3

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Continuity of Operations (COOP) – Plans or Directive - Contains continuity of operations (COOP) plans and directives for the continued operation of USDA In times of an emergency or disaster Includes related background documents such as correspondence, reports and instructions, charts, plans, evacuation shelters, emergency relocation and the vital records protection program.

Retention

Close inactive records when superseded or canceled. Destroy 5 years after file closure.

GRS or Approved Records Schedule

N1-016-10-5, Item 1.a

Disposal Authority

N1/016/10/5/1A

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Continuity of Operations (COOP) – Exercises – Contains consolidated or comprehensive reports reflecting Agency-wide results of tests conducted under continuity of operations plans Also Includes background documents such as instructions to members participating In test, staffing assignments, messages, and tests of communication and facilities.

Retention

Close inactive records when report is completed. Destroy 5 years after file closure.

GRS or Approved Records Schedule

N1-016-10-5, Item 2.a

Disposal Authority

N1/016/10/5/2A

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Disaster Response - Presidential Declared Major Disasters – Records documenting disasters of an extraordinary nature, i.e., major natural disasters such as floods, earthquakes, and hurricanes, as well as man-made disasters such as space accidents and terrorism.

Retention

Close inactive records upon completion. Transfer to NARA 10 years after file closure.

GRS or Approved Records Schedule

N1-016-10-5, Item 3.a

Disposal Authority

N1/016/10/5/3A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Disaster Response - Other Presidential Declared Emergencies – Records documenting short-term federal emergencies requiring federal assistance to supplement state and local efforts to save lives, protect property, or to lessen or avert the threat of a catastrophe.

Retention

Close inactive records upon completion of final inspection.  Destroy 10 years after file closure.

GRS or Approved Records Schedule

N1-016-10-5, Item 3.b

Disposal Authority

N1/016/10/5/3B

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Disaster Response - Local USDA Emergencies – Emergencies occurring in or near USDA facilities (e.g., flooding due to a broken pipe) affecting the ability to conduct USDA business.

This item may be used by all USDA agencies.

Retention

Close upon completion of all cleanup and restoration activities.  Destroy 10 years after file closure.

GRS or Approved Records Schedule

N1-016-10-5, Item 3.c

Disposal Authority

N1/016/10/5/3C

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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