Office of the Chief Information Officer

United States Department of Agriculture

Records Management Records

Tracking, Control, Finding Aids and Indexes – Used to provide access to and control of records authorized for destruction by the GRS or a NARA-approved records schedule.  Includes:  indexes, lists, registers, inventories, logs.

NOTE:  Does not apply to tracking and control records related to records scheduled as permanent.

Retention

Destroy when no longer needed.

GRS or Approved Records Schedule

GRS 4.1, Item 010

Disposal Authority

DAA-GRS-2013-0002-0016

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Records management program records.  Records related to the policies, procedures, and management of agency business records from creation to eventual disposition. Includes records created and maintained while planning, managing, evaluating, administering, and performing the function of agency records management.

Retention

Destroy no sooner than 6 years after the project, activity, or  transaction is completed or superseded, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 4.1, Item 020

Disposal Authority

DAA-GRS-2013-0002-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

Back to top


Vital or essential records program records. Records involved in planning, operating, and managing the agency’s vital or essential records program.  Includes:

  • vital records inventories
  • vital records cycling plans
  • results of tests, surveys, or evaluations
  • reports of corrective action taken in response to agency vital records tests

Retention

Destroy 3 years after project, activity, or transaction is completed or superseded, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 4.1, Item 030

Disposal Authority

DAA-GRS-2013-0002-0008

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Copies of vital records – Copies of agency records deemed essential to restore agency functions in case of emergency.

Retention

Destroy when superseded by the next cycle.

GRS or Approved Records Schedule

GRS 4.1, Item 031

Disposal Authority

DAA-GRS-2013-0002-0015

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

Back to top


Forms management records.  Records involved with ensuring use of standard Federal and agency forms to support effective record-keeping and ensuring that Federal standard forms are available and used as appropriate to support Federal record-keeping requirements.

Retention

Destroy 3 years after form is discontinued, superseded, or cancelled, but longer retention is authorized if needed for business use.

GRS or Approved Records Schedule

GRS 4.1, Item 040

Disposal Authority

DAA-GRS-2013-0002-0009

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017