Office of the Chief Information Officer

United States Department of Agriculture

Employee Management Records

Records on routine office program support, administration, and human resources operations.  Includes:

  • reports, including annual reports to the Department of State concerning the number of official passports issued and related matters
  • reports from subordinate units regarding statistics and other reporting measures
  • general correspondence with internal agency offices and with OPM
  • general correspondence with travelers regarding official passport application procedures and documentation requirements
  • statistics, including lists of official passport holders

Retention

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

GRS or Approved Records Schedule

GRS 2.2, Item 010

Disposal Authority

DAA-GRS-2017-0007-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Employee incentive award records. Agency awards files, including recommendations, approved nominations, correspondence, and reports about agency-sponsored cash and noncash awards (such as lump-sum cash awards, honorary awards, informal recognition awards, cost savings awards, and time off awards). Also, includes correspondence about awards from other Federal agencies or non-Federal organizations and to former employees.

Exclusion:  Records of Department-level awards require agency-specific schedules.

Retention

Destroy when 2 years old or 2 years after award is approved or disapproved, whichever is later, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.2, Item 030

Disposal Authority

DAA-GRS-2017-0007-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Temporary Individual Employee Records – Correspondence, forms, and reports.

Retention

Destroy when superseded or obsolete, or upon separation or transfer of employee, whichever is earlier.

GRS or Approved Records Schedule

GRS 2.2, Item 041

Disposal Authority

DAA-GRS-2017-0007-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Notifications of personnel actions.  Copies of Standard Form 50, documenting all individual personnel actions such as hiring, promotions, transfers, and separation.  Includes chronological files, fact sheets, general correspondence, and forms about pending personnel actions maintained by agency Human Resources offices.

Retention

Destroy when business use ceases.

GRS or Approved Records Schedule

GRS 2.2, Item 050

Disposal Authority

DAA-GRS-2017-0007-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Employment eligibility verification records.  Employment Eligibility Verification form I-9 and any supporting documentation.

Retention

Destroy 3 years after employee separates from service or transfers to another agency.

GRS or Approved Records Schedule

GRS 2.2, Item 060

Disposal Authority

DAA-GRS-2017-0007-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Acceptable performance appraisals of non-senior executive service employees.  Employee performance records are ratings of record, the performance plans on which ratings are based, supporting documentation for those ratings, and any other performance-related material required by an agency’s performance appraisal system.

Retention

Destroy no sooner than 4 years after date of appraisal, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.2, Item 070

Disposal Authority

DAA-GRS-2017-0007-0008

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Unacceptable performance appraisals of non-senior executive service employees.  Employee performance records are ratings of record, the performance plans on which ratings are based, supporting documentation for those ratings, and any other performance-related material required by an agency’s performance appraisal system.

Retention

Destroy after employee completes 1 year of acceptable performance from the date of written advance notice of proposed removal or reduction-in-grade notice.  This disposition instruction is mandatory; deviations are not allowed.

GRS or Approved Records Schedule

GRS 2.2, Item 071

Disposal Authority

DAA-GRS-2017-0007-0009

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Records of senior executive service employees.  Employee performance records are ratings of record, the performance plans on which ratings are based, supporting documentation for those ratings, and any other performance-related material required by an agency’s performance appraisal system.

Retention

Destroy no sooner than 5 years after date of appraisal, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.2, Item 072

Disposal Authority

DAA-GRS-2017-0007-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Performance records superseded through an administrative, judicial, or quasi-judicial procedure.  Employee performance records are ratings of record, the performance plans on which ratings are based, supporting documentation for those ratings, and any other performance-related material required by an agency’s performance appraisal system.

Retention

Destroy when superseded.  This disposition instruction is mandatory; deviations are not allowed.

GRS or Approved Records Schedule

GRS 2.2, Item 073

Disposal Authority

DAA-GRS-2017-0007-0011

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Supervisors' Personnel Files and Duplicate OPF Documentation.  a. Supervisors' Personnel Files.Correspondence, forms, and other records relating to positions, authorizations, pending actions, position descriptions, requests for personnel action, and records on individual employees duplicated in or not appropriate for the OPF.

Retention

Review annually and destroy superseded documents. Destroy remaining documents 1 year after employee separation or transfer.

GRS or Approved Records Schedule

GRS 2.2, Item 080

Disposal Authority

DAA-GRS-2017-0007-0012

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Official Passport Applications – Case files, correspondence, reports, including requests for passports, transmittal letters, receipts, and copies of travel authorizations.

Retention

Destroy when 3 years old or upon employee separation or transfer, whichever is sooner; but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 2.2, Item 090

Disposal Authority

DAA-GRS-2017-0007-0013

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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