Office of the Chief Information Officer

United States Department of Agriculture

Employee Health and Safety Records

Health Unit Control - Scheduling records of clinic visits, both occupational and non-occupational.  Includes:

  • patient's name, time of appointment, and type of work to be performed
  • details for pending, confirmed, and upcoming appointments, including date, time, clinic, care team and reason for visit
  • notifications about appointment updates
  • patient visit and other scheduling-related statistics

Retention

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

GRS or Approved Records Schedule

GRS 2.7, Item 010

Disposal Authority

DAA-GRS-2017-0010-0001

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Occupational Injury and Illness – Correspondence, reports, and logs (including Occupational Safety and Health Administration (OSHA) Forms 100, 101, 102, and 200, or equivalents) maintained as prescribed in 29 CFR 1960 and OSHA pamphlet 2014 to document all recordable occupational injuries and illnesses for each establishment.

Retention

Destroy when 6 years old, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 2.7, Item 020

Disposal Authority

DAA-GRS-2017-0010-0002

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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EMF (Employee Medical Folder), Long-Term, Separated Employee - Correspondence, reports, and EMF.

Retention

Destroy 30 years after employee separation or when the Official Personnel Folder (OPF) is destroyed, whichever is longer.

GRS or Approved Records Schedule

GRS 2.7, Item 060

Disposal Authority

DAA-GRS-2017-0010-0009

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


EMF (Employee Medical Folder), Temporary or Short-Term - Correspondence, reports, and EMF.

Retention

Destroy 1 year after employee separation or transfer.

GRS or Approved Records Schedule

GRS 2.7, Item 061

Disposal Authority

DAA-GRS-2017-0010-0010

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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EMF (Employee Medical Folder), Case Files Prior to Establishment of EMF - Correspondence and reports.

Retention

Destroy 60 years after retirement to the NARA records storage facility.

GRS or Approved Records Schedule

GRS 2.7, Item 062

Disposal Authority

DAA-GRS-2017-0010-0011

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Individual Non-Occupational Health Records -  Records of treatment or examination created and maintained by a health care facility or dispensary documenting an individual’s medical history, physical condition, vaccinations, and first-aid visits for nonwork-related purposes.

Retention

Destroy 10 years after the most recent encounter, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 2.7, Item 070

Disposal Authority

DAA-GRS-2017-0010-0012

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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Non-occupational health and wellness program records.  Records documenting the planning, management, reporting, correspondence with internal agency offices, statistical summaries, and routine operations undertaken by employee health service organizations involving non-occupational worksite health and wellness programs, such as nursing mothers, Automated External Defibrillators (AEDs), alcohol and drug abuse programs, and tobacco cessation.

Retention

Destroy 3 years after the project/activity/or transaction is completed or superseded, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 2.7, Item 080

Disposal Authority

DAA-GRS-2017-0010-0013

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


EEO Personnel Counseling - Records documenting nature of an individual's problem and participation in a treatment or rehabilitation program.  Records may include documentation of treatment by a private therapist or a therapist at a Federal, State, local government, or private institution.

Retention

Destroy 7 years after termination of counseling.

GRS or Approved Records Schedule

GRS 2.7, Item 091

Disposal Authority

DAA-GRS-2017-0010-0015

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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Employee drug test plans, procedures, and scheduling records.  Drug testing program records pertaining to the development of procedures, such as the determination of testing incumbents in designated positions and selection of specific employees/applicants for testing.

Retention

Destroy when 3 years old or when superseded or obsolete.

GRS or Approved Records Schedule

GRS 2.7, Item 100

Disposal Authority

DAA-GRS-2017-0010-0016

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Employee drug test acknowledgment of notice forms.  Forms completed by employees whose positions are designated sensitive for drug testing purposes, acknowledging they have received notice and they may be tested.

Retention

Destroy when employee separates from testing-designated position.

GRS or Approved Records Schedule

GRS 2.7, Item 110

Disposal Authority

DAA-GRS-2017-0010-0017

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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Employee drug testing specimen records.  Identifying data on each specimen, recorded at each collection site in the order in which the specimen was collected.  Includes records used to maintain control and accountability of specimens from the point of collection to final disposition, e.g., chain-of-custody records.

Retention

Destroy 3 years after date of last entry or when 3 years old, whichever is later.

GRS or Approved Records Schedule

GRS 2.7, Item 120

Disposal Authority

DAA-GRS-2017-0010-0018

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Employee "Positive results" drug test results.  Records documenting individual test results, including testing reports, notification of employees and employing offices, and documents relating to follow-up testing.

Retention

Destroy when employee leaves the agency or when 3 years old, whichever is later.

GRS or Approved Records Schedule

GRS 2.7, Item 130

Disposal Authority

DAA-GRS-2017-0010-0019

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017


Employee "Negative Results" drug test results.  Records documenting individual test results, including testing reports, notification of employees and employing offices, and documents relating to follow-up testing.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

GRS 2.7, Item 131

Disposal Authority

DAA-GRS-2017-0010-0020

Record Type

Temporary

Related Forms

 

Date Updated

12/26/2017

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