Office of the Chief Information Officer

United States Department of Agriculture

Employee Acquisition Records

Classification Standards - Correspondence and other records relating to developing classification standards specific to a single agency or all agencies, including notice of Office of Personnel Management (OPM) approval or disapproval.

Retention

Destroy 2 years after standard is superseded, canceled, or disapproved by OPM (as appropriate) but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 010

Disposal Authority

DAA-GRS-2014-0002-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Position Classification, Position Descriptions - Correspondence, reports, and position descriptions.

Retention

Destroy 2 years after position is abolished or description is superseded, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 020

Disposal Authority

DAA-GRS-2014-0002-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Position Classification Appeals – Case files, correspondence, and reports.

Retention

Destroy 3 years after final decision, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 030

Disposal Authority

DAA-GRS-2014-0002-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Position Classification, Certificate of Classification Issued by OPM - Correspondence and reports.

Retention

Destroy 2 years after position is abolished or description is superseded, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 040

Disposal Authority

DAA-GRS-2014-0002-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Job vacancy case files.   Records of onetime competitive and Senior Executive Service announcements/ selections.  Case files an agency creates when posting and filling competitive job vacancies. Also known as case examining, competitive examination, or merit case files. Includes:

  • request for lists of eligible candidates
  • job announcement
  • examination announcement
  • job analysis, assessment criteria, and crediting plan
  • basis for certification
  • applications, resumes, supplemental forms, other attachments
  • list of eligible candidates or applicants screened, ranking or ratings assigned, and basis for certification
  • certificates, registers or lists of eligible candidates issued to selecting officials
  • job-related test records
  • annotated certificates of eligible candidates returned by selecting officials
  • job offers
  • records of job offer being accepted or declined
  • correspondence/documentation of announcement or recruiting operation

Retention

Destroy 2 years after selection certificate is closed or final settlement of any associated litigation; whichever is later.

GRS or Approved Records Schedule

GRS 2.1, Item 050

Disposal Authority

DAA-GRS-2014-0002-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Job vacancy case files.  Records of standing register competitive files for multiple positions filled over a period of time.  Case files an agency creates when posting and filling competitive job vacancies. Also known as case examining, competitive examination, or merit case files. Includes:

  • request for lists of eligible candidates
  • job announcement
  • examination announcement
  • job analysis, assessment criteria, and crediting plan
  • basis for certification
  • applications, resumes, supplemental forms, other attachments
  • list of eligible candidates or applicants screened, ranking or ratings assigned, and basis for certification
  • certificates, registers or lists of eligible candidates issued to selecting officials
  • ob-related test records
  • annotated certificates of eligible candidates returned by selecting officials
  • job offers
  • records of job offer being accepted or declined
  • correspondence/documentation of announcement or recruiting operation

Retention

Destroy 2 years after termination of register.

GRS or Approved Records Schedule

GRS 2.1, Item 051

Disposal Authority

DAA-GRS-2014-0002-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Job application packages. Application packages for competitive positions, in USAJobs or its successors, and other systems, whether electronic or analog. Includes:

  • application
  • resume
  • supplemental forms
  • other attachments

Retention

Destroy 1 year after date of submission.

GRS or Approved Records Schedule

GRS 2.1, Item 060

Disposal Authority

DAA-GRS-2014-0002-0011

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Case files on lost or exposed job test materials. Files showing the circumstances of loss, nature of the recovery action, and corrective actions when Civil Service or job-specific test questions are erroneously made potentially available to candidates.

Retention

Destroy 5 years after date of final report.

GRS or Approved Records Schedule

GRS 2.1, Item 070

Disposal Authority

DAA-GRS-2014-0002-0012

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Requests for non-competitive personnel action. Agency copy of requests submitted to OPM for approval of non-competitive personnel action on such matters as promotion, transfer, reinstatement, or change in status.

Retention

Destroy 1 year after approval is granted or denied.

GRS or Approved Records Schedule

GRS 2.1, Item 080

Disposal Authority

DAA-GRS-2014-0002-0013

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Interview records. Case files related to filling job vacancies, held by hiring official and interview panel members. Includes:

  • copies of records in the job vacancy case file (item 050 and 051)
  • notes of interviews with selected and non-selected candidates
  • reference check documentation

Retention

Destroy 2 years after case is closed by hire or non-selection, expiration of right to appeal a non-selection, or final settlement of any associated litigation, whichever is later.

GRS or Approved Records Schedule

GRS 2.1, Item 090

Disposal Authority

DAA-GRS-2014-0002-0008

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Political appointment (Schedule C) records. Records regarding evaluation of individuals’ suitability for non-career positions by non-competitive appointment under Schedule C (as defined in 5 CFR 213.3101, 3201, 3301 and 3401). Includes:

  • applications for employment
  • resumes
  • individuals’ background information
  • ethics pledges and waivers
  • security clearances
  • correspondence
  • other documentation relating to the selection, clearance, and appointment of political appointees

Exclusion: Records of Schedule C Presidential Appointments (PA) and Presidential Appointments with Senate Confirmation (PAS) are not covered by this item and must be scheduled by the agency.

Retention

Destroy after separation. Retention up to end of administration under which individual was hired is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 100

Disposal Authority

DAA-GRS-2014-0002-0014

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Delegated authority audits. Reports of delegated examining operations audit delivered to the audited agency.

Retention

Destroy when 3 years old but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.1, Item 160

Disposal Authority

DAA-GRS-2014-0002-0022

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017