Office of the Chief Information Officer

United States Department of Agriculture

Facility, Equipment, Vehicle, Property, and Supply Records

Facility, space, vehicle, equipment, stock, and supply administrative and operational records.  Records relating to administering and operating facilities, spaces, Federally owned and operated housing, land vehicles, water vessels, equipment, stocks, and supplies.

Retention

Destroy when 3 years old or 3 years after superseded, as appropriate, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.4, Item 010

Disposal Authority

DAA-GRS-2016-0011-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Real Property - Correspondence, reports and case files.  Records necessary or convenient for the use of real property sold, donated, or traded to non-Federal ownership, including, if pertinent as determined by the releasing agency, site maps and surveys, plot plans, architect's sketches, working diagrams, preliminary drawings, blueprints, master tracings, utility outlet plans, equipment location plans, specifications, construction progress photographs, inspection reports, building and equipment management and maintenance records, allowance lists, and duplicate copies of title papers, provided (a) that the records can be segregated without harm to other documents of enduring value, (b) that no responsibility attaches to the Government because of disagreement between the transferred documents and the physical condition of the property at the time of conveyance, and (c) that if the property is released for historical use or purpose, the user agrees to retain them and return them to the Federal Government immediately upon the discontinuance of its use for historical purposes.

Retention

Transfer to new owner after unconditional sale or Government release of conditions, restrictions, mortgages, or other liens.

GRS or Approved Records Schedule

GRS 5.4, Item 020

Disposal Authority

DAA-GRS-2016-0011-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Excess personal property, equipment, and vehicle records.  Records agencies create when disposing of excess or surplus personal property by sale, donation, or destruction
, SF 120, SF 120-A,  SF 121, SF 122, SF 123, SF 123-A, SF 126, SF 126-A.

Retention

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

GRS or Approved Records Schedule

GRS 5.4, Item 040

Disposal Authority

DAA-GRS-2016-0011-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Facility design, engineering, and construction records.  Architectural and engineering drawings and other design and construction records of buildings and structures not critical to agency mission, including office buildings, storage sheds, parking lots, maintenance shops, and service structures.  Draft, preliminary, intermediate, working, and contract negotiation drawings.

Retention

Destroy when superseded, or when project terminates, as appropriate.

GRS or Approved Records Schedule

GRS 5.4, Item 050

Disposal Authority

DAA-GRS-2016-0011-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Facility design, engineering, and construction records.  Architectural and engineering drawings and other design and construction records of buildings and structures not critical to agency mission, including office buildings, storage sheds, parking lots, maintenance shops, and service structures.   Final and as-built drawings, plans, and designs; and all other records.

Retention

Destroy when superseded, or transfer to new owner, or destroy when structure is removed from Federal inventory, as appropriate.

GRS or Approved Records Schedule

GRS 5.4, Item 051

Disposal Authority

DAA-GRS-2016-0011-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Facility, space, and equipment inspection, maintenance, and service records.  Records documenting inspection, maintenance, service, and repair activities relating to buildings, grounds, Federally owned and operated housing, equipment, and personal property.

Retention

Destroy when 90 days old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.4, Item 071

Disposal Authority

DAA-GRS-2016-0011-0009

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Housing rental and lease records.  Applications, leases, renewals, assignments, termination notices, and related documents regarding Federally owned and operated housing facilities.

Retention

Destroy 3 fiscal years following close of fiscal year in which (a) lease termination, lapse, or cancellation occurs, or (b) litigation is concluded, whichever is later.

GRS or Approved Records Schedule

GRS 5.4, Item 080

Disposal Authority

DAA-GRS-2016-0011-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Motor Vehicle inspection, maintenance, and service records.  Records documenting inspection, maintenance, service, and repair activities relating to motor vehicles.

Retention

Destroy when 3 years old, but longer retention is authorized if required for business use.  Transfer of extant records to new owner at sale or donation is authorized.

GRS or Approved Records Schedule

GRS 5.4, Item 090

Disposal Authority

DAA-GRS-2016-0011-0011

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Motor Vehicle Operator - Correspondence, reports, driver tests, authorization, and awards.

Retention

Destroy 3 years after separation of employee or 3 years after rescission of authorization to operate vehicles or equipment, whichever is sooner.

GRS or Approved Records Schedule

GRS 5.4, Item 110

Disposal Authority

DAA-GRS-2016-0011-0014

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Motor Vehicle Accidents - Correspondence, reports, SF 91, SF 94, and 112.

Retention

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

GRS or Approved Records Schedule

GRS 5.4, Item 140

Disposal Authority

DAA-GRS-2016-0011-0017

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Direct Leasing - Case files documenting direct leasing under GSA’s delegated leasing authority, including formal lease and supporting documents.

Retention

Retain until lease has been cancelled

GRS or Approved Records Schedule

NC1-16-84-1, Item 5112-1

Disposal Authority

N1/016/84/1/5112/1

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Land Utilization – Records regarding utilization of government-owned land (including excess land).  Includes utilization survey reports made by USDA and GSA.

Retention

Retain until land is disposed of.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5120

Disposal Authority

N1/016/84/1/5120

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Historical Significance/Preservation – National Historic Preservation Act of 1966, E.O. 11593, and the Advisory Council on Historic Preservation Guideline criteria, and Departmental policy on management, enhancement, and protection of cultural resources.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5140

Disposal Authority

N1/016/84/1/5140

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Relocation Assistance – Records used in the implementation/management of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 applicable to the displacement and relocation of individuals, families, businesses, farms, etc., because of direct federal and federally-assisted programs.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5150

Disposal Authority

N1/016/84/1/5150

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Official Agency Symbols, Use of – Records regarding posted signs of a prohibitory, regulatory, or directory nature; and use of the Department seal, the Secretary’s and Department’s flag; naming of Department facilities; memorials, plaques, corner stones, etc.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5160

Disposal Authority

N1/016/84/1/5160

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Personal Property Management – General records regarding nonexpendable equipment, acquisition, maintenance, and disposal, and includes furniture and office equipment.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 5200

Disposal Authority

N1/016/84/1/5200

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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