Office of the Chief Information Officer

United States Department of Agriculture

Public Relations

High Level Officials – Photographs maintained to document, carry on, or promote substantive agency activities, procedures, and programs.

Retention

Break files every 5 years and offer to NARA 5 years thereafter.

GRS or Approved Records Schedule

N1-016-87-1, Item 1480-1.a

Disposal Authority

N1/016/87/1/1480/1A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Memoranda of Understanding – Material pertaining to agreements between USDA agencies; between USDA and other Federal, State and local agencies; and between USDA and nonfederal organizations or agencies and foreign countries.  These agreements relate to providing or obtaining various types of support services, including administrative facilities, payroll and similar support on a one-time or continuing basis; and on a reimbursement or non-reimbursement basis.  Includes cooperative agreements, memoranda of understanding, amendments, review comments, related correspondence, and similar documents.

Retention

Destroy 5 years after expiration or cancellation of agreement.

GRS or Approved Records Schedule

N1-16-87-1, Item 1314

Disposal Authority

N1/016/87/1/1314

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Speeches of the Secretary of Agriculture - All other copies.

Retention

Destroy when no longer needed for reference.

GRS or Approved Records Schedule

N1-16-87-1, Item 1440-2

Disposal Authority

N1/016/87/1/1440/2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Speeches of the Secretary of Agriculture - Master Set.

Retention

Transfer to NARA when the Secretary leaves. (Duplicate set given to each departing Secretary)

GRS or Approved Records Schedule

N1-16-87-1, Item 1440-2

Disposal Authority

N1/016/87/1/1440/2

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Historical Programs – USDA radio series, remarks, interviews, and press conferences of USDA and government officials; programs prepared for individual radio stations; and other miscellaneous programs which are more than 5 years old.

Retention

Transfer yearly accumulations of productions to NARA on an annual basis.

GRS or Approved Records Schedule

N1-16-87-1, Item 1450-1.a

Disposal Authority

N1/016/87/1/1450/1A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Weekly Series – Programs in weekly series such as “Agriculture USA” and “Consumer Time” from which a selection of 5 installments for each series is made annually.

Retention

Transfer yearly accumulations to NARA on an annual basis.

GRS or Approved Records Schedule

N1-16-87-1, Item 1450-1.b

Disposal Authority

N1/016/87/1/1450/1B

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Media and Public Liaison – Use for media appearances by agency representatives and the prepared material used when acting as public liaison.

Retention

Destroy when no longer needed.

GRS or Approved Records Schedule

N1-16-87-1, Item 1460

Disposal Authority

N1/016/87/1/1460

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Photo Indexes – indexes containing control number and caption.

Retention

Break every 5 years and offer to NARA 5 years thereafter.

GRS or Approved Records Schedule

N1-16-87-1, Item 1480-1.b

Disposal Authority

N1/016/87/1/1480/1B

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Instructional Presentations about USDA Programs – Slide sets and filmstrips issued to teach better farm and home practices and to disseminate information about USDA programs.

Retention

Transfer to NARA upon release.

GRS or Approved Records Schedule

N1-16-87-1, Item 1480-3.a

Disposal Authority

N1/016/87/1/1480/3A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Stock Motion Picture Film or Video Tapes – Unedited footage productions produced for use in USDA consisting of original negatives, work prints, and video masters.

Retention

Offer to NARA stock Film Library for evaluation. Accepted footage is maintained pending archival appraisal; rejected footage is destroyed or erased.

GRS or Approved Records Schedule

N1-16-87-1, Item 1490-2

Disposal Authority

N1/016/87/1/1490/2

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Press Releases - All other copies.  The press releases also contain biographies of important individual and all of the Secretary's speeches.

Retention

Destroy when no longer needed for reference.

GRS or Approved Records Schedule

N1-16-87-1, Items 1440-1.a, 1440-1.b

Disposal Authority

N1/016/87/1/1440/1A or 1B

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Press Releases Master Set and Index – All releases issued by the Department, also contain biographies of important individuals.

Retention

Transfer to NARA in 5-year blocks when most recent records are 10 years old

GRS or Approved Records Schedule

N1-16-87-1, Items 1440-1.a, 1440-1.b

Disposal Authority

N1/016/87/1/1440/1A or 1B

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Delegations of Authority - High level Officials.

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 1

Disposal Authority

NC1/016/78/2/1

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


State and National Journal Stories – Master set of all State and national stories written by USDA employees and published in agricultural journals.

Retention

Destroy when no longer needed for reference.

GRS or Approved Records Schedule

NC1-016-78-2, Item 10

Disposal Authority

NC1/016/78/2/10

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Publications - Master set of all publications of the Department.

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 11.a

Disposal Authority

NC1/016/78/2/11A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Publications - All Other Copies – Correspondence, forms, and documents related to the printing, processing and distribution of publications.

Retention

Destroy when no longer needed for reference.

GRS or Approved Records Schedule

NC1-016-78-2, Item 11.b

Disposal Authority

NC1/016/78/2/11B

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Cooperative Agreements and Memoranda of Understanding - With State Agricultural Experiment Stations, organizations, individuals, groups, and other agencies.

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 2

Disposal Authority

NC1/016/78/2/2

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Productions made for distribution to document, carry on, or promote substantive agency activities, procedures, and programs consisting of the original negative or color original plus optical sound track, an intermediate master positive or duplicate negative plus optical sound track, and a sound projection print.

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 26.a

Disposal Authority

NC1/016/78/2/26A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Special subject productions for use within the Department.

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 26.b

Disposal Authority

NC1/016/78/2/26B

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


TV Film News Features – Sound on film news clips sent to commercial television stations from which a selection of 5 news features is made annually.

Retention

Offer 5 year accumulations of selected items to NARA every 5 years.

GRS or Approved Records Schedule

NC1-016-78-2, Item 26.c

Disposal Authority

NC1/016/78/2/26C

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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TV Public Service Announcements – 10 to 60 second spot announcements on agricultural subjects, from which have a general public interest focus, from which 5 announcements are made annually.

Retention

Offer 5 year accumulations of selected items to NARA every 5 years.

GRS or Approved Records Schedule

NC1-016-78-2, Item 26.d

Disposal Authority

NC1/016/78/2/26D

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Video and Film Duplicates – Duplicate prints or video dubs.

Retention

Destroy or erase when no longer needed for administrative use.

GRS or Approved Records Schedule

NC1-016-78-2, Item 26.e

Disposal Authority

NC1/016/78/2/26E

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Video Recordings of High Level Officials – Used to document, carry on, or promote substantive agency activities, procedures, and programs.

Retention

Offer yearly accumulation of productions to NARA on an annual basis.

GRS or Approved Records Schedule

NC1-016-78-2, Item 29.a

Disposal Authority

NC1/016/78/2/29A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Video Recordings - All Others – Recordings having limited administrative use or interest, not related to substantive agency activities, operations, or responsibilities.

Retention

Destroy or reuse when no longer needed for administrative purposes.

GRS or Approved Records Schedule

NC1-016-78-2, Item 29.b

Disposal Authority

NC1/016/78/2/29B

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Solicitor's opinions Relating to the Office of Communications.

Retention

Destroy when 4 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 6

Disposal Authority

NC1/016/78/2/6

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Special Reports and Surveys - Memoranda, correspondence, reports, and surveys related to meetings and exhibitions in foreign countries. USDA sends copies to State Department.

Retention

Destroy when 5 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 8

Disposal Authority

NC1/016/78/2/8

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Departmental Awards - Records relating to awards made at the departmental level or higher (Secretary's Awards, Presidential, etc.)

Retention

Transfer to NARA when 10 years old.

GRS or Approved Records Schedule

NC1-016-78-2, Item 9

Disposal Authority

NC1/016/78/2/9

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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