Office of the Chief Information Officer

United States Department of Agriculture

Security Records

Security administrative records.  Records about routine facility security, protective services, and personnel security program administration.  Includes:

  • status reports on cleared individuals and other reports
  • staffing level and work planning assessments, such as guard assignment records
  • standard operating procedures manuals

Retention

Destroy when 3 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 010

Disposal Authority

DAA-GRS-2017-0006-0001

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Key and card access accountability records. Records accounting for keys and electronic access cards.

Retention

Destroy 6 months after return of key, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 021

Disposal Authority

DAA-GRS-2017-0006-0003

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Uniform and equipment tracking records. Records tracking uniforms and equipment issued to security personnel, including:

  • firearms (type, serial number, manufacturer, caliber, firearm registration date, storage location data, etc.)
  • communication devices issued to security personnel such as mobile radios and walkie-talkies
  • body armor such as bullet-proof vests
  • police baton and holder
  • handcuffs and keys

Retention

Destroy 3 months after return of equipment, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 030

Disposal Authority

DAA-GRS-2017-0006-0004

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Property pass records. Records authorizing removal of Government and privately owned property or materials off premises owned or leased by the Federal Government. Also includes hand receipts when used by staff to physically remove property.

Retention

Destroy 3 months after expiration or revocation, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 040

Disposal Authority

DAA-GRS-2017-0006-0005

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Unclaimed personal property records.  Records accounting for non-Government, personally owned property lost, abandoned, unclaimed, or believed stolen on premises owned or leased by the Federal Government.  Includes:

  • lost-and-found logs and release forms
  • loss statements
  • receipts
  • reports

Retention

Destroy when 3 years old or 3 years after the date title to the property vests in the Government, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 060

Disposal Authority

DAA-GRS-2017-0006-0007

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Facility security assessment records. Surveys and inspections of security and safety measures at Government or privately owned facilities assigned a security awareness status by Government agencies.  Includes:

  • facility notes
  • inspector notes and reports
  • vulnerability assessments

 Areas requiring highest level security awareness. Includes areas designated by the Interagency Security Committee as Facility Security Level V.

Retention

Destroy 5 years after updating the security assessment or terminating the security awareness status, whichever is sooner, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 080

Disposal Authority

DAA-GRS-2017-0006-0010

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Facility security assessment records. Surveys and inspections of security and safety measures at Government or privately owned facilities assigned a security awareness status by Government agencies.  Includes:

  • facility notes
  • inspector notes and reports
  • vulnerability assessments

All other facility security areas. Includes areas designated by the Interagency Security Committee as Facility Security Levels I through IV.

Retention

Destroy 3 years after updating the security assessment or terminating the security awareness status, whichever is sooner, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 081

Disposal Authority

DAA-GRS-2017-0006-0011

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Records of routine security operations. Records about detecting potential security risks, threats, or prohibited items carried onto Federal property or impacting assets, including records documenting access control, screening, patrol and response, and control center operations. Includes:

  • control center key or code records
  • registers of patrol and alarm services
  • service reports on interruptions and tests
  • emergency alarm contact call lists
  • temporary identification cards
  • correspondence or lists of facility occupants authorized to enter with a prohibited or controlled item on an identified date
  • round and perimeter check reports, including facility patrol tour data
  • surveillance records
    • recordings of protective mobile radio transmissions
    • video surveillance recordings
    • closed circuit television (CCTV) records
  • door slip summaries

Retention

Destroy when 30 days old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 090

Disposal Authority

DAA-GRS-2017-0006-0012

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Accident and incident records. Records documenting accidents and incidents occurring on, in, or at Government-owned or leased facilities, vehicles (land, water, and air), and property used by Federal agencies. Includes:

  • statements of witnesses
  • warning notices
  • records about arrests, commitments, and traffic violations
  • accident and incident reports
  • law enforcement agency requests for information.

Retention

Destroy 3 years after final investigation or reporting action or when 3 years old, whichever is later, but longer retention is authorized for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 100

Disposal Authority

DAA-GRS-2017-0006-0013

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Visitor processing records. Registers or logs recording names of outside contractors, service personnel, foreign national and other visitors, employees admitted to areas, and reports on vehicles and passengers.  Areas requiring highest level security awareness. Includes areas designated by the Interagency Security Committee as Facility Security Level V.

Retention

Destroy when 5 years old, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 110

Disposal Authority

DAA-GRS-2017-0006-0014

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Visitor processing records. Registers or logs recording names of outside contractors, service personnel, foreign national and other visitors, employees admitted to areas, and reports on vehicles and passengers.  All other facility security areas. Includes areas designated by the Interagency Security Committee as Facility Security Levels I through IV.

Retention

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

GRS or Approved Records Schedule

GRS 5.6, Item 111

Disposal Authority

DAA-GRS-2017-0006-0015

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Personal identification credentials and cards - Correspondence, reports, index, badges, and lists.  Identification credentials including cards, badges, parking permits, photographs, agency permits to operate motor vehicles, and property, dining room and visitors passes, and other identification credentials.  Receipts, indexes, listings, and accountable records.

Retention

Destroy mandatory and optional data elements housed in the agency identity management system and printed on the identification card 6 years after terminating an employee or contractor’s employment, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 120

Disposal Authority

DAA-GRS-2017-0006-0016

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Personnel security investigative reports. Investigative reports and related documents agencies create or use to support initial favorable eligibility determinations, fitness determinations, and periodic reinvestigations, or to implement a continuous evaluation program.  Personnel suitability and eligibility investigative reports.

Retention

Destroy in accordance with the investigating agency instruction.

GRS or Approved Records Schedule

GRS 5.6, Item 170

Disposal Authority

DAA-GRS-2017-0006-0022

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Personnel security and access clearance records. Records about security clearances, and other clearances for access to Government facilities or to sensitive data, created to support initial favorable eligibility determinations, periodic reinvestigations, or to implement a continuous evaluation program.  Includes:

  • questionnaires
  • summaries of reports prepared by the investigating agency
  • documentation of agency adjudication process and final determination

Records of people not issued clearances. Includes case files of applicants not hired.

Retention

Destroy 1 year after consideration of the candidate ends, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 180

Disposal Authority

DAA-GRS-2017-0006-0024

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Personnel security and access clearance records. Records about security clearances, and other clearances for access to Government facilities or to sensitive data, created to support initial favorable eligibility determinations, periodic reinvestigations, or to implement a continuous evaluation program.  Includes:

  • questionnaires
  • summaries of reports prepared by the investigating agency
  • documentation of agency adjudication process and final determination

Records of people issued clearances.

Retention

Destroy 5 years after employee or contractor relationship ends, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 181

Disposal Authority

DAA-GRS-2017-0006-0025

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Index to the personnel security case files. Lists or reports showing the current security clearance status of individuals.

Retention

Destroy when superseded or obsolete.

GRS or Approved Records Schedule

GRS 5.6, Item 190

Disposal Authority

DAA-GRS-2017-0006-0026

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Information security violations records. Case files about investigating alleged violations of executive orders, laws, or agency regulations on safeguarding national security information. Includes allegations referred to the Department of Justice or Department of Defense. Includes final reports and products.

Retention

Destroy 5 years after close of case or final action, whichever occurs sooner, but longer retention is authorized if required for business use.

GRS or Approved Records Schedule

GRS 5.6, Item 200

Disposal Authority

DAA-GRS-2017-0006-0027

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017