Office of the Chief Information Officer

United States Department of Agriculture

Ombudsperson Records

Monthly Activity Reports - Monthly activity reports documenting accomplishments and concerns.

Retention

Cut-off at the end of the fiscal year.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0002

Disposal Authority

DAA-0016-2016-0002-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Ombudsperson Calendars - Official calendars documenting informal meetings.

Retention

Cut-off when activity has been completed.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0003

Disposal Authority

DAA-0016-2016-0002-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Speeches and Presentations - Official copies of briefing material and speeches documenting the work of the Ombudsperson.

Retention

Cut-off at the end of the calendar year.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0004

Disposal Authority

DAA-0016-2016-0002-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Inquiries and Resolutions Files - Records created and received that did not result in analysis or action by the Office of the Ombudsperson. Records include inquiries from the public, reviews and analysis, correspondence, status updates, resolutions, and responses.

Retention

Cut-off files when activity ceases.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0005

Disposal Authority

DAA-0016-2016-0002-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Statistical Tracking Records - Records created to track the number and subject matter of inquiries.

Retention

Cut-off at the end of the fiscal year.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0006

Disposal Authority

DAA-0016-2016-0002-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Congressional Correspondence - Routine correspondence from and with members of Congress, consisting of congressional program management questions and comments.

Retention

Cut-off files at the end of each fiscal year in which activity has been completed.  Destroy 3 years after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0007

Disposal Authority

DAA-0016-2016-0002-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Internal Program Management Records - Staffing decisions, progress plans, and other records documenting the management and administration of the program.

Retention

Cut-off files at the end of each fiscal year in which activity has been completed.  Destroy 3 years after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0008

Disposal Authority

DAA-0016-2016-0002-0008

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Marketing Records - Official publications including brochures, fact sheets; presentations; briefing materials, annual reports to internal and external audiences, and all other outreach/marketing materials.

Retention

Transfer to NARA when 15 years old.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0009

Disposal Authority

DAA-0016-2016-0002-0009

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Informal Communication Records - Feedback on issues brought to the Office of the Ombudsperson is provided to the Secretary, Deputy Secretary or senior leaders verbally or through informal communications. These informal communications can relate to a single-item or a broader systemic concern. The Office of the Ombudsperson corresponds informally with senior officials and other affected parties. These communications may be maintained by both the Ombudsperson and other individuals.

Retention

Cut-off upon resolution of matter.  Destroy 1 year after Cut-off.

GRS or Approved Records Schedule

DAA-0016-2016-0002-0010

Disposal Authority

DAA-0016-2016-0002-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017