Office of the Chief Information Officer

United States Department of Agriculture

Office of the Secretary

Schedules of Daily Activities – High Level Officials – Calendars, appointment and briefing books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other agency business by high level officials of the Office of the Secretary of Agriculture while serving in an official capacity, and documenting agency business, but EXCLUDING personal materials.  High level official of the Office of the Secretary include but not limited to those of the:
Secretary, Deputy Secretary, Under Secretaries, Assistant Secretaries, Deputy Assistant Secretaries, Associate Assistant Secretaries, Heads of Departmental Staff Offices and their Deputes, anyone acting in any of the above positions, Political Appointees.
This item may be used by all USDA agencies.  Retire through the Office of the Executive Secretariat (OES).

Retention

Cut-off records at end of calendar year. Transfer electronic records to NARA 5 years after Cut-off. As prior year and current records are scanned into a RMA, the paper may be destroyed when quality control is completed.

GRS or Approved Records Schedule

N1-016-08-1, Item 1

Disposal Authority

N1/016/08/1/1

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Secretary’s Memoranda and Directives Signed by the Secretary – Includes both electronic and paper records of directives, memoranda, regulations, delegations of authority, and policy records.

Retention

Cut-off records at end of calendar year.  Retire electronic records to NARA every 5 years. Retire paper records to FRC 5 years after closure; transfer to NARA when 20 years old. Paper records will be destroyed when records are scanned into a RMA and when quality control is completed.

GRS or Approved Records Schedule

N1-016-08-2, Item 1, 2

Disposal Authority

N1/016/08/2/1 or 2

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Secretary’s Correspondence and Records – Material, formerly referred to as External Affairs, concerning high-level policy issues of concern to the Department and foreign countries, State, and local governments; other Federal departments; and both public and private organizations and institutions.  Also includes relationships with the President and members of his staff and Congressional committees, members of Congress and cooperative agreements that are not located in other subject areas of the RG-16 file plan.

Retention

Cut-off records at end of calendar year. Transfer electronic records to NARA 5 years after Cut-off. Retire paper records to the FRC 5 years after Cut-off. Transfer to NARA when 20 years old. As prior year and current records are scanned into a RMA, the paper may be destroyed when quality control is completed.

GRS or Approved Records Schedule

N1-016-08-3, Item 1

Disposal Authority

N1/016/08/3/1

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Alphabetical Name File – Record and cross-reference of signed incoming and outgoing correspondence addressed to/by the Secretary and immediate staff. (Discontinued after 1993.)

Retention

Offer to NARA in 5-year blocks when 20 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 1300-4

Disposal Authority

NC1/016/84/1/1300/4

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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