Office of the Chief Information Officer

United States Department of Agriculture

Public Affairs Records

Public affairs-related routine operational records. Records related to the routine, day-to-day administration of public affairs activities, including but not limited to:

  • logistics, planning, and correspondence records for routine conferences and events
  • correspondence and records on speakers and speaking engagements, including biographies
  • case files and databases of public comments (related to public affairs activities only)

Retention

Destroy when 3 years old, or no longer needed, whichever is later.

GRS or Approved Records Schedule

GRS 6.4, Item 010

Disposal Authority

DAA-GRS-2016-0005-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Public correspondence and communications not requiring formal action.  Records related to correspondence and communications, including comments, to and from the public that require no formal response or action.

Retention

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

GRS or Approved Records Schedule

GRS 6.4, Item 020

Disposal Authority

DAA-GRS-2016-0005-0002

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Public affairs product production files. Records related to developing speeches, publications, educational materials, audiovisual materials including posters, public conferences and other public outreach materials, including but not limited to:

  • news clippings
  • marketing research
  • copies of records used for reference in preparing products
  • research notes
  • printers galleys
  • drafts and working copies (see Exclusion 3)
  • preparatory or preliminary artwork or graphics
  • bibliographies, checklists, and indexes of agency publications and releases (see Exclusion 4)
  • clearances related to release of products

Retention

Destroy when no longer needed for business use.

GRS or Approved Records Schedule

GRS 6.4, Item 030

Disposal Authority

DAA-GRS-2016-0005-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

Notes

Exclusion 1: Final products such as speeches, publications, educational materials, agency histories,mission-related audiovisual materials including posters, conference and public outreach materials. The agency must schedule these records on an agency-specific schedule. Exclusion 2: This item does not include unique collections of records or original materials (such as interviews or oral histories) the agency assembles for research or final product development purposes. These records may have permanent value and the agency should schedule them on an agency-specific schedule. Exclusion 3: This item does not include working papers or files that propose and evaluate options or alternatives and their implications in the development of high-level policies and decisions or that document findings or support recommendations. Exclusion 4: This item does not include bibliographies, checklists or indexes relating to records scheduled as permanent, such as permanent publications. Exclusion 5: Records relating to obtaining approval or clearance for releasing information from other agencies or outside organizations, such as foreign governments, must be scheduled on an agency specific schedule. Exclusion 6: This item does not cover clearances for release of information related to declassification review.


Routine media relations records.  Records of interactions with the press or media that contain duplicate, minimal, or limited information, such as:

  • requests and responses for interviews
  • requests and responses for information or assistance for media stories
  • daily or spot news recordings or videos available to local radio and TV stations
  • notices or announcements of media events
  • public service announcements
  • copies or articles created by the agency for publication in news media

Retention

Destroy when no longer needed for business use.

GRS or Approved Records Schedule

GRS 6.4, Item 040

Disposal Authority

DAA-GRS-2016-0005-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

Notes

Exclusion: Transcripts of press conferences or press briefings, briefing books, and press releases are not covered by this item and must be scheduled by the agency on an agency-specific schedule.

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Routine audiovisual records.  Photographs or audiovisual recordings of routine award ceremonies, retirement ceremonies, social events, and activities not related to the mission of the agency. Also included are production files or similar files that document origin, development, acquisition, use, and ownership of temporary audiovisual records.

Retention

Destroy when 2 years old but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 6.4, Item 050

Disposal Authority

DAA-GRS-2016-0005-0006

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017