Office of the Chief Information Officer

United States Department of Agriculture

Information Access and Protection Records

FOIA, Privacy Act, and classified documents administrative records.  Records on managing information access and protection activities. Records include:

  • correspondence related to routine implementation of the FOIA and Privacy Act and administration of security classification, control, and accounting for classified documents
  • associated subject files
  • feeder and statistical reports

Retention

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

GRS or Approved Records Schedule

GRS 4.2, Item 001

Disposal Authority

DAA-GRS-2016-0013-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


General information request files.  Requests for information, publications, photographs, and other information involving no administrative action, policy decision, or special compilations or research.  Also includes acknowledgements, replies, and referrals of inquiries to other offices for response.

Retention

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

GRS or Approved Records Schedule

GRS 4.2, Item 010

Disposal Authority

DAA-GRS-2013-0007-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Access and disclosure request files.  Case files created in response to requests for information under the Freedom of Information Act (FOIA), Mandatory Declassification Review (MDR) process, Privacy Act (PA), Classification Challenge, and similar access programs, and completed by:

  • granting the request in full
  • granting the request in part
  • denying the request for any reason including:
    • inability to fulfill request because records do not exist
    • inability to fulfill request because request inadequately describes records
    • inability to fulfill request because search or reproduction fees are not paid
  • final adjudication on appeal to any of the above original settlements
  • final agency action in response to court remand on appeal

Includes:

  • requests (either first-party or third-party)
  • replies
  • copies of requested records
  • administrative appeals
  • related supporting documents (such as sanitizing instructions)

Retention

Destroy 6 years after final agency action or 3 years after final adjudication by the courts, whichever is later, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 020

Disposal Authority

DAA-GRS-2016-0002-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Information Access and Protection Operational Records - Information access and protection tracking and control records.  Includes:

  • records documenting receipt, internal routing, dispatch, and destruction of unclassified records
  • tracking databases and other records used to manage overall program
  • requests and authorizations for individuals to have access to classified files

Retention

Destroy 2 years after last form entry, reply, or submission; or when associated documents are declassified or destroyed; or when authorization expires; whichever is appropriate.  Longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 030

Disposal Authority

DAA-GRS-2016-0002-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Information Access and Protection Operational Records -Access control records.  Includes:

  • safe and padlock combinations
  • names or other personal identifiers of individuals who know combinations
  • comparable data used to control access into classified document containers

Retention

Destroy when superseded or obsolete, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 031

Disposal Authority

DAA-GRS-2013-0007-0020

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Information Access and Protection Operational Records - Records relating to classified or controlled unclassified document containers. Includes forms placed on safes, cabinets, or vaults that record opening, closing, and routine checking of container security.

Retention

Destroy 90 days after last entry on form, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 032

Disposal Authority

DAA-GRS-2016-0002-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Accounting for and control of access to classified and controlled unclassified records and records requested under FOIA, PA, and MDR.   Records documenting identity, internal routing, and final disposition of classified documents.  Also, records documenting control points and accountability for information relating to access requests.

Retention

Destroy or delete 5 years after date of last entry, final adjudication by courts, or final action by agency (such as downgrading, transfer or destruction of related classified documents, or release of information from controlled unclassified status), as may apply, whichever is later; but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 040

Disposal Authority

DAA-GRS-2016-0002-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Privacy Act accounting of disclosure files.  Files maintained under the provisions of 5 U.S.C. §552a(c) for an accurate accounting of the date, nature, and purpose of each disclosure of a record to any person or to another agency. Includes:

  • forms with the subject individual's name
  • records of the requester's name and address
  • explanations of the purpose for the request
  • date of disclosure
  • proof of subject individual's consent

Retention

Dispose of in accordance with the approved disposition instructions for the related subject individual's records, or 5 years after the disclosure for which the accountability was made, whichever is later.

GRS or Approved Records Schedule

GRS 4.2, Item 050

Disposal Authority

NC1/64/77/1/27

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Erroneous release records. Files relating to the inadvertent release of privileged information to unauthorized parties, containing information the disclosure of which would constitute an unwarranted invasion of personal privacy. Includes:

  • requests for information
  • copies of replies
  • all related supporting documents

May include:

  • official copy of records requested or copies

Retention

Destroy 6 years after the erroneous release, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 061

Disposal Authority

DAA-GRS-2015-0002-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Agency reports to the Congress, Department of Justice, or other entities regarding FOIA, MDR, PA, and similar access and disclosure programs.

Retention

Destroy 2 years after date of report, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 070

Disposal Authority

DAA-GRS-2013-0007-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Legal and Regulatory Compliance - Annual reports by agency CIO, Inspector General, or Senior Agency Official for Privacy.  Records documenting agency compliance with Federal IRM laws and regulations, including systems and reports created to support compliance with the mandates of OMB, GAO, and other federal IRM and IT oversight agencies.

Retention

Destroy 5 years after submission of report, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 080

Disposal Authority

DAA-GRS-2013-0007-0022

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Privacy Act amendment request files.  Files relating to an individual’s request to amend a record pertaining to that individual under 5 U.S.C. §552a(d)(2), to the individual’s request for review of an agency’s refusal to amend a record under 5 U.S.C. §552a(d)(3), and to any civil action or appeal brought by the individual against the refusing agency under 5 U.S.C. §552a(g).  Includes:

  • requests to amend and to review refusal to amend
  • copies of agency’s replies
  • statement of disagreement
  • agency justification for refusal to amend a record
  • appeals
  • related materials

Retention

Destroy with the records for which amendment was requested or 4 years after close of case (final determination by agency or final adjudication, whichever applies), whichever is later. Longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 090

Disposal Authority

DAA-GRS-2013-0007-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Classified Information Nondisclosure Agreements Declassification - Erroneous Release - Files relating to the inadvertent release of privileged information.

Retention

Destroy when 50 years old.

GRS or Approved Records Schedule

GRS 4.2, Item 121

Disposal Authority

DAA-GRS-2015-0002-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Privacy Act System of Records Notices (SORNs).  Agency copy of notices about the existence and character of systems of records, documenting publication in the Federal Register when the agency establishes or revises the system, per the Privacy Act of 1974 [5 U.S.C. 552a(e)(4) and 5 U.S.C. 552a(e)(11)], as amended.  Also significant material documenting SORN formulation, other than Privacy Impact Assessment records (see item 161).

Retention

Destroy 2 years after supersession by a revised SORN or after system ceases operation, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 4.2, Item 150

Disposal Authority

DAA-GRS-2016-0003-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017