File Outline and Proposed Records Control Schedule for District of Columbia OfficesREQUEST - AUTHORITY TQ DISPOSE OF RECORDS
(See f71sfructio'1s 0'1 Re1·erse) '1 DATE RECEIVED
DEC 1 6 1976 LEAVE BLANK
JOB NO
TO: GENERAL SERVICES ADMINISTRATION, c i- 55-77 -1 NATIONAL ARCHIVES AND RECORDS SERVICE, WASHINGTON, D.C. 20408 NOTIFICATION TO AGENCY
1 . FROM (AGENCY OR ESTABLISHMENT) In a ccordance with the provisions of 44 USC. 33030 the dis­ posal request, including amendments, 1s approved except for items that may be stomped "disposal not approved" or "with­ drawn" 1n column 10
-U. S. of 2. MAJOR SUBDIVISION
Economics 3.
s·ervice 4. NAME OF PERSON WITH WHOM TO CONFER
Dona M. Volz 6. CERTIFICATE OF AGENCY REPRESENTATIVE:
5. TEL. EXT.
447-5671 Date Arch11 ist of the United States
I hereby certify that I am authorlled to act for this agency in matters pertaining to the disposal of the agency's records, th a t the records proposed for disposal in this Reque!!.t of ____ ••>Io•• "" '• >"• '"""•" "' '"" ··•• o• "'" •• ••"" . >"• mo oo '"'"'' ' "'-'
(Date) (Signarure of Agency Representative) (Tirle)
7. ITEM NO.
9.8. DESCRIP TION OF ITEM 1 0SAMPLE OR ( Wirh Inclusive Dares or Reren1ton Periods) A C TION TAKEN
Attached is the file outline and proposed Records Control Schedule for the Washington, DC offices of the Statistical Reporting Service (SRS), Department of Agriculture. The Administrator of SRS has formally approved this proposed schedule which will supersede previously approved control schedules:
NN-163-125 April 1963 NN-162-31 May 1962 349-S234 June 1949 348-S217 June 1948 348-Sl54 April 1948
JOB NO.
The agency will offer perrrianent retention records to the National Archives:
a. As specified in the control schedule.
b. Fifteen years after cut-off, supersession or obsolescense for those not specified in the control schedule.
STANDARD FORM 115 Revised November 1970 Prescribed by General Services
Administrarion FPMR (41 CFR) 101-11.4 115-105
-
•
• ••
PART A • INSTRUCTIONS FOR USING OUTL INE FORMAT
FO RMAT:
1 is the numeric code used to 'identify all files.
Column 2 spells out the file subject and where necessary:
' a. A description of the file, I'
b. How filed, and
•
record copy of material described in Column 2. Below this a letter or number is shown designating the total retention period. The· letter "P" means permanent, 11S/011 means when superseded or obsolete. A number indicates the years past current or as described in the special disposal instructions in Column 2. This designation does not mean the record office must maintain the record for the entire period. Records can be transferred to the Federal Records Center (FRC) (if retention period after transfer is three years or more from date of transfer) , or other storage area until disposal time.
USDA OFFICE SYMBOLS USED IN OUTLIN E
ADS Automated Data Systems
COMM Office of Communications
NFC National Finance Center
24
Estimates Division
New Survey Techniques Section
Sample Survey Branch Office
Objective Yield and Mail Survey Section
Data Services Branch Office
> • •' :..- / 'J' , :.._ ' I - '
.... . :. "' 'J ,I'",;, ' :. , - .. : ', '.'... . ... .
• Column 4 is the recommended numbe.r of years to retain in the office of record before sending to the FRC. It can be sent sooner. The FRC will not accept records that are to be disposed within three years of the date of transf r.
Column 5 The number of years to be retained by all offices other the office of record.
Column 6 The National Archives and Records Service, GSA, approval for disposition of the subject documents(s) . Quote this
authorfty if·transferrin rto FRC. A dispo·sa·l·schedule ill be · w · f-0r
. ,'
) . ·-.
• •
. " . .. ..: · .
Attendance and Leave
2000 2100 2200 2300 2400 2500 2600 2700
3000 3200 3300 3400 3500 3600 3700 3800 3900
4000
6000 6100 6200 6300 6400 6500 6600 6700 6800 6900
, .• : .:. ' . ":. •• . j . ' . : ·. : .·. . .·
.·9 . '
(6)
....! .e PART F ILE OUTL INE AND RECORD CONTROL SCHEDULE 29
USDA LMSC
OFFICE SYl.4DOL TO6 FINAL OISP. FRC
AUTHORITY OFF ICES
( 3 ) (4)
1000 ADM IN ISTRAT ION Use for al I internal management fl les includ ing funct ions performed outside the fi I Ing agency or office. May in­ clude correspondence and mater ial on the broad aspects of ass igned functions generally. Records of management and performance of spec i f ic ass igned func­ tions are f iled as a separate ser ies under the appropriate category and code.,
,I
• 1010 COMM ITTEES-MEETINGS
Use for mater ials relating to Comm ittee management and the var ious meet ings held.
IO I I Includes Associat ions, Boards, Con­ OA, ferences, and Counc i Is as we I I as Chairman Comm ittees. Use for mater ials concern­ or Sec'y ing committee management, meeting of or­ agendas and m inutes, reports, recom­ gan i za­ mendat ions made and member ass ignments. ti on
p Ref 1011-1 Agendas and m inutes relat ing to 10 Proposed important act ions or concl usions of long term value including program pl anning and proposed pol icy and pro­ cedures.
(Offer to Archives when 10 years past current.)
Proposed routine act ions and having value only for continuity.
I 011-2 Agendas and m inutes relat ing to 10 Ref
Proposed meetings and sim ilar off icial meeting 2 which are held to discuss impl ementat io of established pol icy/procedure and for I i nfocmat ion d i ssem i nation.
1012 Use for mater ials relating to staf f OA/ODDII
File Oiphabetical ly by t itle or subject I!
1- 0-FF- I C_E_S_Y_M -B O-L. -T-0
D ispose
e EMSC 13 2-7 DESCRIPTION AHO FILING INSTRUCTIONS USDA • r.MSC
COOE DESCRIPTION AND FILING INSTRUCTIONS
1 11 12)
1300 MANAGEMENT
1310 ORGAN IZATION a. Use for charts of the funct ions and structure of the organ izat ion.
DISPOSITION
N/A COMF)
OA Proposed ! potential future changes in organ iza- I 5
ti on structure or functional ass ignments' I c. Use for rout ine documentat ion con- QA/ODO Proposed
'I cern ing organ izat ion funct ions or I structure.
I F i I e by subject.
1320 AUTHOR ITY DELEGAT ION Use for off ic ial delegat ions of author­ ity.
a. To ident if ied pos it ions QA/ODD S/0 Proposed 3 years after supersess ion or & EMSC
obsolescence. 3
b. Temporary or I im ited delegat ions to / Dele­ S/O Proposed ind iv idual by name gating
office S/O
1330 OBJECTIVES QA/ODD S/O S/O Proposed a. Use for present and future opera­ p ting plans and projected goals. In­ cludes for example: Statements and f inal dec is ion reports for proposed re­ search projects, stud ies and program changes. (See 1343 - CONSULTANT OPIN IONS. 1360 - MANAGEMENT IMPROVEMENT, 1700 - ADP for plann ing and object ives of auto­ mated systems, and 4900 - OPERAT ING COSTS, 6410 - PROJECTS for the conduct and f inal outcome of approved research, 6510 - STUD IES for background mater ial on spec ial stat ist ical stud ies.)
( 1l (2)
Regulat ions
Request­
-(4)
.e .) I cJ'iSC lJ 2-71' DESCRIPTION AND FILING INSTRUCTIONS USDA EMSC
DISPOSITION
• REC ORO OFF ICE CODE DESCRIPTION ANO FIL.ING INSTRUCTIONS OTHER
OFFICE SYMBOL TO AUTHOR ITV & FINAL OISP. FRC OFFICES
(5) (6)
I
OA/ODD I Proposed prev iously establ ished operating plans 2 and organ izat ional goals.
POLICY AND PRECEDENTS1340 OA/ODD S/O S/O Proposed?Use for materials wh ich establ ish off i­ p c ial pol icy and regulate or d irect pre­ sent and future operat ions.
ODD S/O Proposed Use for comments and other mater ial on
1341 S/O
proposed and ex isting regulat ions or ig­ inated outs ide the agency. (See 2410 - D IRECTIVES for internally or ig inated regulations.)
F ile: Alphabet ically by or ig inator, then by document number or issue date.
• Dec isions Use for material and comments on GAO, OGC, or other formal legal dec is ions and op in ions.
1342
a. Perta in ing directly to SRS. OA/ODD S/O S/O Proposed
b. Perta in ing to other agencies. ,A S/0: File by: Or ig in, then by number or issue date.
Consultant1343 Use for the op in ions of experts con­ sulted concerning a proposed research project, survey, or other act ion. Re­ cords are included w ith the proposal on wh ich opin ion is sought.
__
<See 1330 - OBJECT IVES for proposals-and ! 5 dec is ions on whether to proceed w ith program changes, research projects and statist ical stud ies. See 6200 - CLEAR­ ANCE for OMB clearance on data sub­ mission and record keep ing requ irements placed on the public as a part of pro­ gram, project and study needs. See 6410 - PROJECTS for the conduct of ap­
( 11
he
DISPOSITION
CODE
1344
• 1350
1351
1352
1353
• 1354
121
proved research. See 6500 - STUD IES for conduct of approved stat ist ical
studies.)
b. Perta ining to op1n1ons issued by SRS personnel at the request of another government agency or pr ivate ind iv idual, group or institution.
F ile by subject.
13) 141
Consult­ ed 2
Instruct ions-Bullet ins IN/A JUse for mater ial pub I ished outs ide the :agency or USDA. I <See 2410 - D IRECT IVES and 2420 -j PROCEDURES- INSTRUCT IONS for EMSC Manual l and other EMSC internal operat ing in­ struct ions.)
I I
F ile: Alphabet ically by orig in, then by number or subject and issue date .
I MANAGEMENT CONTROLS I
Use for records of contra Is on over a I I Ij funct ional performance by aud it, in­ 1 spect ion or spec ial rev iew.
(See 2300 - REPORTS MANAGEMENT for re­l curr ing reports. ) (See 3273 - INSPECT ION, AUD IT AND SURVEY
I for records of personnel and position management aud its, evaluat ions and v isits.)
NOTE: Reports of canprehens ive inspec­ t ions, aud its, and surveys of opera­! t ions w i I I be reta ined permanently, others w il I be reta ined as shown.
Externa I Aud it
I i
Rev iews
OA p
OA 5
OA 5
OA 5
F -.,. F 1 - C E-5 -Y_,M -B 0-.,-L -,.--,-,T O
OTHER
33
(6)
.e EMSC 13 2-7ll DESCR I PT I ON AN D F I L I NG I N STRUCT I ONS USO/\ F..MSC
I
OISPOSITION
( 1) (4)
OA/ODD1360 MANAGEMENT IMPROVEMENT S/O Proposed Use for materials on management pro­ 3 jects, employee suggestions and studies or surveys. (See 2040 - STUDIES AND SURVEYS for
records of paperwork management reportso) (See 3450 INCENTIVE AWARDS for records -
of suggestions and tangible benefit incentive award recommendations offi­ cially approved or denied. ) (See 4910 WORK MEASUREMENT and 4920 ­-
COST REDUCTION-MANAGEMENT IMPROVEMENT for work analysis and specific operating or functional improvementso)
1500 EXTERNAL RELAT IONS Use for records involving relations with foreign, state and local govern­ ments; other Federal departments; other USDA agencies, and both public and pri­ vate organizations and institutions. Include material relating generally to legislation and USDA programs such as Cooperation, State Cooperative Agree­ ments and Land-Grant Institution Liaison Staff and material proposed and cleared for Federal Register pub I ication. (See 3300 EMPLOYMENT for records of -
student employment and wor k-study pro­ grams, and recruitment programso) (See 4120 ENACTMENT for budget legis­ -
lation. See 4180 - LEGISLAT IVE for specific USDA program legislation and reports. )
File: Within each sub-group alphabeti­ cally by geographical location, addressees name, or title.
2 Proposed 3
1510 CONGRESS OA
2 Proposed 3
.30 INTERAGENCY OA
2 Proposed 3
DISPOSITION
OFFICE SYMBOL
j
OA S/0 Proposed Use for material relating speclflcal ly S/O to the av.era 11 program, or too genera I to be f l led under a specific subject.
1700 ADP for materials relating to electronic
automated data systems. Includes for example: Planning, objectives, policies, and program design, deve lopment and management.
I
Proposed i Use for mater i a Is documenting the obj ec- II p !tives, planning, pol icy and procedures ! involved in converting from manual to j 11·ADP systems for the processing, storage, ,and retrieval of data. , i Includes for example: Recommendations l and supporting documents on overal I ADP j\
I !needs, systems design of management and
/
1710 /PLANN ING AND OPERATIONS QA/ODD 2
11 zation and maintenance, accountabi I ity and simi far subjects. (See 1330 - OBJECT IVES for general planning materials which may include I ADP systems, 2030 - WORD PROCESSING/
/MICROFILM and 2040 - STUD IES AND I SURVEYS. ) I
I 1/ Offer to National Archives for per­
manent retention 5 years after super­ cession or obsolesence of system docu mented.
1720 DATA SYSTEMS' Use for mater ia Is documenting the development and operation of ADP project within previously establ I shed ADP systems.
"-'I
DISPOSITION
RE CORO OFF ICE OTHERDESCRIPTION ANO FIL.ING INSTRUCTIONS COOE AUTHORITY OFFICE SYMBOL TO
OFFICES& FINAL OISP. FRC 141131
es i n Pro ects 1721 SSB-SSDS
!SI
(61
se for materials which document the valuation of each new ADP project from roposal to approval for implementatlono
Includes for example: Proposal state­ ent, time and cost analysis, ob­
jectives; Development, use and speci­ fications and summary of each phase of
development; System design, of programs, people and costs;
testing and de-bugging; project report and processing for
1<3pprova I. ! file by subject and assigned project !number.:
• !*offer to Archives I year after system Its discontinued, superseded or becomes bbsol ete. Ii
1722 I
I mp I ementat ion SB-SSDS 11 * ls10 for materials prepared for operation
pf a new ADP systemo Includes for ex­ ample: specifications, applications
manuals, operating instructions, specifications, user guides
nd reports.
ile by subject then by assigned project filjmber. I
Offer to Archives I year after system is discontinued, undergoes major re-de­ sign, or becomes obsolete.
' 1723 ·use for materials prepared for regular update or change to an operating system Includes for example: Punch cards, print-outs and documentation <Except for
orrespondence and change requests. ) I
Program re-design or change prepared by Design and De­
lvelopment Section are transferred to Pro­lduction Support Section· when program is again operational.) . . .··-. · I - --- --
i.<s.ee next page)
-?;--
r I
.e U4SC 13 2- 72' DESCRIPTION AN D FILIN G IN STRUCTIONS
DISPOSITION
(21
1723 - (cont i nued)
File by subject then by assigned project number.
I. year after mater i al i s super­ seded or system i s d i scont inued.
1730 ERASABLE MED IA
• 1731
Use for mater i als wh i ch store data i n an erasable mode. These i nclude magnet i c tape (analog, d ig i tal), drums, discs, d i scs pac ks, data eel Is and other de- I v i ces. I1 1nc I udes: Scratch and test (de-bugg i ng)
I tapes, program tape or d i sc pack, raw '
I I tapes, summary and other data f i I e tapes
and secur i ty bac k-up •
Scratch Taoe New tape or tape not library control, or f i les t i o n dates have exp i red. by console operators or to fac i I itate general computer as sort and merge runs.
SSDS *
*Dispose by blan k i ng immed i ately 1use.
1732 Test Tapes Magnetic tape used i n test i ng posed system or program .
a. Used by programmer SSDS run test i ng and not under * tro I.
*D i spose after system or discont i nued wh i chever
b. Used for system de-bugg i ng ceptance test data.
*Dispose when program
II SSDS I *
GRS 20 Pt 3
GRS 20 Pt 3
data input tapes, work i ng (input/output) tapes, val i d transaction tapes, master file tapes, pub I i cat i on tapes, pr i nt
i ncluded in tape Item I whose reten­ These are used
tape handlers runs such
GRS 20 Pt 3 Item 2
has been accepted is sooner.
or ac­
Item 3 & 4
I 11 121
..... ' . ..r:. .e .,. ".' : ..;'
EM C 13 2-7 DESCRIPTION AN D FILIN G IN STRUCTIONS USDA • EMSC
DISPOSITION
OFFICE SYMBOL TO AUTHOlllTY OFFICES
I
1733 Program Or Disc Pack containing sequence of instruc­
tions required to accomplish the pro­ cessing of data or solving a prob lemo
a. Updatedo SDSPS/ SSPS
*
after third update cycleo J b. Last update of a specific EDP SDSPS/
1
l
appl ication used in a terminated system/ SSPS program. I* J
J•oispose after agency has exhausted needi / for tape. '
1734 I Raw Input Data I Tapes containing data abstracted fran source documents as other media and en­1 tered into the system for the first time
1II a. Used to update with existing program ! SSPS tape and needed to support reconstruc­ j*
I ti on of master fi leo I
of first generation data on successful completion of fourth process­ ing machine pass.
b. Used for updating with existing pro- SSPS gram and NOT needed support reconstruc­ * tion of master file and/or used as in­ put for a one-time study or surveyo
of after raw data is processed J .into final data and proved satisfactory.
GRS 20 pt 3 Item 5
GRS 20 Pt 3 Item 6
GRS 20 pt 3 Item 8
GRS 20 Pt 3 Item 9
j c. Officially designated to replace SSPS GRS 20 Pt 3 or serve as the basic source data in * Item 10 Ii eu of the "hard copy" or other input source document.
*Dispose as directed for "hard copy" or 11J I other files documenting the same pro­ cess. transaction, or case.
( " (2)
DISPOSITION
RECORD Of"FICE DESCRIPTION ANO FIL.ING INSTRUCTIONS
OTHER TO AUTHORITY
1735 ( Input/Output) Magnetic tape containing output or con­ trol within or from one run to a sub­ sequent run that manipulates, sorts and or moves data through the system(s); in eludes checkpoint, edit, correction, re ject I ist, unmatched data eliminating error, and re-run tapes.
a. Used in an updated system. GRS 20 Pt 3 Item 11
after su bsequent tapes con­ taining accepted detai I data have been created and proved satisfactory.
SSPSb. Used in a one-time study survey or GRS 20 Pt 3 project. * Item 12
after master data tape is proved satisfactory.
1736 Val id Transaction I Magnetic tapes containing val id file of !
·items used with master data tape input file for creation of master data tape output f i I e. Inc I udes:
j SDSPS/ a. Partially val id transaction after GRS 20 Pt 3
all outstanding items are I iquated SSPS Items 13 & 14 from current status tapes; val id trans-. action after cumulative final master tape is prepared and found to be good, and there is no necessity for statisti­ cal analysis.
after third update cycle.
SSPS
. .\
(6)
DISPOSITIONI . RECORD OFFICE COOE OESCRIPTION ANO FILING INSTAUCTIONS OTHER
OFF'ICE S YMBOL TO AUTHORITY OFFICES& FINAL 01 SP. FRC
(5)
b. Non-cumulative data including data SSPS Proposed *concerning economic census taken ring
5 year cycles.
File by subject and/or in assigned numeric retrieval code order.
1737-1 Security Backup File Magnetic tape identical in format to master tape and retained as security in case master tape is damaged or erased in error.
a. Update. SDSPS/ GRS 20 Pt 3 SSPS
*
File by subject or by code ( S for se­ curity) assigned to the master tape.
after third update cycle.
*
by subject or title of study or survey.
*Dispose when master tape is blanked. J ..-...
(3) (4)
1737 Master Magnetic media indexes of data created by merging prior master file with'val id transaction data to create a new master fil e. Includes: Information Retrieval Research project, statistical estimates economic statistics, published and un­ published survey estimates, (data base) and others.
a. Cumulative data. SSPS GRS 20 Pt 3
t-: O:= F::-:F 1°"'c E:-:-:S Y'."":'"M":-=: B""" OL -T O--i
( tJ
Tape
assigned -
40 c:l-!SC 13 2-71l DESCRIPTION AHO FILING INSTRUCTIONS
USDA f_MSC
(]) (4) (5) 16)
I
/
Proposed dividual observations from val id trans- SSPS action or master data files that are * disaggregates of pub I ished data.
a. Summary data aggregates of in- SDSPS/
*Dispose after transaction and/or master J data tape has been blanked.
b. Sample and sub-sample data I SDSPS/ Proposed tapes containing individual observations SSPS
I selected from a larger census or survey *I
I
'file such as stratified or pure random sample files with or without weighting factors. Used in statistical analysis or program pol icy formulation models· and, simulation studies .
I
• Fi le by general program subject and numeric retrieval code.
*Dispose 90 days after purpose for which! created has been served or data on tape becomes obsolete.
1739 Pub I ication Magnetic tape containing source output data extracted from the system (without Ù destroying source tapes).
a. Reproduced and disseminated as a SSDSPS/ Proposed pub I ication or used for reproducing a SSPS printed pub I ication. *
File by publication title and assigned
in Data Base or ,J if not added to Data Base dispose at end of 5 year census cycle in which I data was collected. 1
GRS 20 Pt 3 quired printout of tabulations, tables, b. Print tape used for producing re- !JI SDSPS/
SSPS Item 41 registers, and reports.
1 *
DISPOSITION
RECORO OFF ICE COOE OESCRIPTIO N ANO FIL.ING INSTRUCTIONS OTHER OFFICE S YMBOL TO AUTHORITY
OFFIC[S& FINAL DISP. FRC (2) (4) (5) 16)
1739
1740
1741
Pub I ication - (continued)
*Dispose after output has been reviewed, approved and released. (See 5640 and 6300 - PUBLICAT IONS for record file of materials produced from tapes. See 6800 H ISTORICA L - DATA-
BASE for cumulative collection of sta­ tistical estimate data both pu b Iished and unpub I i shed).
NON-ERASAB LE MED IA Use for non-erasable machine readable media materials such as keypunched cards and paper tape.
ADP Control SSPS GRS 20 Pt 3 Use for materials containing common * language source data, coded machine language instructions, uti I ity or pro­ cessor update and data pertinent to a specific run or cycle for program con­ trol.
Fi le by subject or program title.
of individual and sets of cards or tapes when superseded or I after applicable program has been dis­ continued.
ADP Source Data Keypunch cards or papertape containing data abstracted or transferred from raw data source documents and used for conversion to magnetic tape or pro­ cessing on electric accounting machine CEAM) equipment created after January 1970.
Proposed disc for security.
SSPSa. Used as backup to magnetic tape or 14 mos.
Fi le by subject or title of source and date. 1J14 months after transfer to
magnetic tape.
systems a_n - ys is - __ _ __ - --------"-=- _
42 EM:::C 13 2-7 DESCRIPTION AN D FILING INSTRUCT I ONS USDA EMSC
OISPOSITION
RECORD OFFICE COOE OESCRIPTION ANO FILING INSTRUCTIONS OTHER OFFICE S Y MBOL TO AUTHORITY
OFF ICES •
1742 ADP Source Data - (continued)
Proposed b. Used as an interim transfer or SSPS*abstract of source data from document to magnetic tape for program processing. Includes for example: Surv y and
Estimate raw data processing.
after verification of data on related magnetic tape or disc.
(NOTE: Output materials such as print­ registers, pub I ications, etc. ,
produced wi I I be filed and disposed with appropriate administrative or program subject categorieso Generally print­ outs in subject files are of temporary value and can be disposed when super­ seded or obsolete. )
2000 ADM IN ISTRAT IVE-MANAGEMENT SERV ICES
NC-83-75- 1 Use for mater i a Is re I at i ng to the over- 3 al I Paperwork Management Program. The I
2010 PAPERWORK MANAGEMENT EMSC 2
iprogram covers interrelated management services such as: Directives, forms, reports and records management, and
Includes for example: Correspondence __ _
functional reviews, the analysis and recommendations for potential appl ica­ tlons technologies such as word pro­ cessing and microfi Im, and formal study and survey reports.
File: Case file by subject and alpha­ betically by Agency.
of record copies of such ma­ terial 3 years after content becomes obsolete due to functional change or reorganization.
2 NC-83-75- 1 Use for reports of brief on-site visits ! 3 designed to i9en ify problem ar:ea ! ___pr91 vide Immediate corrective action where possible, or to lay a foundation
2020 FUNCT IONAL ASSISTANCE REV IEWS EMSC
- for indepth study if necessary to promote and improve management of paperwork systems .. " -.,,:
( 11 (2)
contro l
OESCRIPTION ANO FIL.ING INSTR UCTIONS
WORD PROCESS I NG/M I CROF I LM Use for paperwo rk su rvey s cond ucted to eva l uate va r i ou s tec hno l og i ca l systems, the i r app l i catlons i n i m p rov i ng per­ forma nce as we l I a s fea s i bi l ity due to cost . I nc l udes fo r examp l e: M i crof i I m i ng , word proce ss i ng and s i m i l a r processes .
2040 STUD I ES AND SURVEYS
1 U se fo r forma l report s of i ndepth paperwork stud i es and su rveys performed to i mp rove procedu res, operat i ng per­ fo rma nce and ef fect i veness, a nd a i d ma nagement .
2 1 00 RECORDS MAN AGEMENT Use fo r ma ter i a l re l a t i ng to the ma i ntenance, d i spos i t i on and secu r i ty of of f i c i a l record s.
STORAGE L I STS
EMSC 3
USDA FMSC
2 1 20
2 1 3 0
Use for l i sts of record f i l es stored by S/O or tra nsferred to the Federa l Record s !I Center ( FRC ) s i nce 1 964 when OMS became f u nct i ona I •
F i l e by : Yea r of transfer and i n access i on number order .
when a l I i tem s on a I i st have been destroyed by FRC .
F I L I NG SYSTEMS EMSC NC-83-7 5- 1 Use for f i l e out I Ine s and a p p roved S/O a n nua l f i l es ma i nten a nce p l a n s .
S/O
Ca se F i l e : A l phabet i ca l l y by agency .
NC-83-7 5- 1 Use for mater i a l s re l a t i ng to the S/O u l i ng of records for d i sposa l , and the dlsposJt l on of sc hedu l ed record s on ha nd i n of f i ces, stored in l oca l stag i n area s or tra nsferred to Federa l Records Centers. I nc l u d es: Correspondence , proposed and NARS app roved d i sposa l sched u l e s and re
D I SPOS I T I ON EMSC S!O
l tent i on p l a n s .
Ca se F i A l p habetf'ca l l y by agency.
• (2)
-----------t----------- --
.9 EMSC 13 2-7ll DESCRIPTION AHO FILING INSTRUCTIONS USDA • F.MSC
DISPOSITION
)OF"FICU°: \ 7: .L (F
6
2150 SECURITY EMSC 2 GRS 18-2 Use for mater i als relat i ng to the hand­ 2 ling and safeguarding of documents classified under the provisions of Execut i ve Order 105010
2170 MAINTENANCE EMSC S/0 NC-83-75-1 Use for materials relat i ng to systems· S/O and techniques evolved to mainta i n rec­ ords for retrieval and scheduled dis­ posa I. Includes: Vital Operating Records, m i crof i lm systems, etc.
I case F i le: Alphabetically by agency.
2180 RECORDS REPORTS EMSCI S/O GRS 16-6 Use for annual reports of records hold- 3 ings and other records reportso ..
F i le: Alphabetically by agency and by year date of reports.
2190 AVAILABILITY OF INFORMATION 4 NC-83-75-1 Use of mater i als lat i ng to requests for access to records under the Freedom of Informat i on Act. Inc I udes for ex­ amp I e: Correspondence requests for re­ cord access and Relative F i le Subject Indexes.
Case F i le: Alphabetically by agency. j 2200 FORMS MANAGEMENT
Use for mater i als relat i ng to the desig , development, and pr i nting of new and rev i sed formso Also, for comments on standard and departmental forms used i nterna I I y. Inc I udes for examp I e:
Proposed Use for ma i nta i n i ng one master f i le
2 S/022 IO Forms Master F i I e SDFG p
of each w _or rev i sed form i ssued for I oerfonnance of SRS functions.
· File by des i gnator and number or alpha­
betically by tit lea
bispose
fr8Pared
ments
DISPOSITION
AECORO OFFICE OTHERDESCRIPTION ANO FIL.ING INSTRUCTIONS AUTHORITY OFFICE S YMBOL TO OFFICES
FRC 6
Forms Master Fi le - (continued)
Dispose 2 years after forms is super­ seded or cancel led.
Forms Review ODD S/O Proposed Use for materials relating to forms 5 effectiveness reviews, recorrmended de­ sign improvements and the design and development of new and revised forms.
File subject or title of form.
5 years after form is superseded 'or ob so I ete.
MANAGEMENT ODD 2 GRS 1 6-8 jUse for materials relating to the 2 jReports Management Program. Inc I udes­lcorrespondence, an annual index of current recurring reports and a control file of al I proposed, currently re­ quired, cancel led or superseded recur­ ring reports prepared and includes for ex amp I e: Sa mp I e b I an k report i ng forms, reporting instructions, OMB clearance
ata, and Reports Cost Analyses.
l
years after the report is discontinued.
NOTE: Fi le record copies of office reports under the subject
hich appl les. Copies of reports re­ ceived from outside a fi I ing office may be f iled either by subject or in the reference file as appropriate. (See 2 1 80 - RECORDS REPORTS for annual records holdings report records.) (See 2680 - REPORTS for supply require­
i and procurement report records. ) I< See 2722 - Reports for space ut i I i zat ion
nd parking assignment report records.)
( 11 (2)
(See 3220 - REPORTS for personnel sta­ istical Information reports records. )
(See 3490 - REPORTS for incentive award program report records. ) (See 3610 - T IME AND ATTENDANCE REPORTS.) (See 4160 - REPORT ING for budgetary report records.)
2400 D IRECT IVES MANAGEMENT Use for internal regulations officially pub I ished; informal bulletins, instruc­ tions-procedures issued for internal operation and functional performance.
I 2410 !D IRECTIVES
!a. Use for directives, proposed, ap /proved and published in the EMSC Manual.
I Fi le in number order. ,- lb. Use for directive memoranda (Example CEM, AOM, OM, and TOM) issued by the
IAdministrator's Office and the Crop Reporting Board on basic program func-I
1 tions, responsibi I ities, policies and I procedures.
I
\ Fi le in alphabetical series by designa­ tor, and by number within each series. (See 1341 - for similar material originated outside EMSC and SRS).
2420 PROCEDURES- INSTRUCT IONS Use for official material issued as a series for internal operating perform­ ance. Includes: Survey Specifications together with Interviewers manuals, Supervisory and Editing manuals and Enumerators and ADP Training Course materials and handbooks.
NOTE: Non-series and unofficial, in­ formal instructions wi If be filed under the appropriate subject,
e DESCRIPTION AND FILING IN;TRUCTl N
I or with relate
Fife Number or issue date, subject or title.
DISPOSITION
131 141 151
USDA ™SC•
OFl'ICCS
ludes eleg rap h
MA I L for
DISPOSITION
RECORD OFFICE COOE DESCRIPTION ANO FIL.ING INSTRUCTIONS 0 TH [ R AUTHORITY4 f"INAL OISP. f"RC 15)(4)
2500 MANAGEMENT fo r on the prepa rat i on ,
and use of commu nications o ln ­ for examp l e : Correspond ence, ma l l,
a n d tefephone o
EMSC25 1 0 S/O GRS 1 2-7 3 ---- -ma te r i a ls relating to the promp t
del i very of ma i l a nd the use of official ma i I covers. I nc I udes: Postage and Paid. NOTE: The off i cia l record copy of the Postage and Fees Pa i d report is the jfinal compu ter print-out of the comb i ned !bia nnua l re ports i n p u t o
2520 - TE LECOMMUN I CAT I ONS 2 NC-8 3-75­!Use for requests , fea sibl I i ty surveys _and recommendations fo r insta f fation ,
relocation and removal of al I types of telecommunica tions eq uipment and ser­ vices o I ncludes: Facsimile Transm i ssion , radio , telep hone , telegra p h , teletype and in- ! fo rmatio n dealing with the ma nagement j land usage controls esta blis hed for these lsy stems o
2530 TE LEPHONE NC-8 3-75­ fo r req uests , service orders, and
simi fa r ma terials relating to the in­ sta f fation , relocation and removal of focal corrrnercia f telep hone eq uipment a n d service. I ncludes: Field off i ces FTS serv i ces and Do C o a rea commercial services .
Fife: Alpha bet i cally by agency and ser­ vice order number.
2600 PROCUREMENT MANAGEMENT Use for materia l dea ling w i th purcha se and main tena nce of eq uipment , pub I i ca- I tions , printin g , rep rod uction , services
·and supplies fo r inte rnal need so I ncludes: Contracts, gra nts , coop era­ tive arra ngements , p u rchase orders , fedstrip s , req uisitions , and Bi I ls of
=- Lad i ng . ilf
DISPOSITION
• RECORD OFFICE CODE DESCRIPTION ANO FIL.ING INSTRUCTIONS OTHER AUTHOR ITV
OFFICES
By numbe r .
(SEE 4820 - I MPRES T FUND f o r record s of ava i l able fu n d s , the i r d i s b u rsement and support i ng documents . )
26 1 0 PURCHAS I NG Use for mater i a l s re l a t i ng to the p ro­ curement of supp l i es and eq u i pment f rom vendors and GS A . I nc l udes pu rcha se orders , fed st r i ps ,
1B i l I s of l ad i ng and cop i es of requ i s i ­ t i ons rece i ved .
a . $10,000 or l ess tra n sact i on s EMSC 2 GRS 3-4a ( 2) I nc l udes non-personal serv i ces , such 3 as lau n d ry , dup l i cat i ng , b i nd i ng , etc .
b . Over $ 1 0 , 000 tra nsact i on s EMSC 2 GRS 3-4a ( I )
I nc l udes requis i t i ons on the p u b I i c 6 p r i nter (GPO ) .
II 2620 CONTRAC TS Use for mater i a l s re l at i ng to cont racts , g ra nts and cooperat i ve a rrangements .
a . No fu nds obl i g ated . EMSC S/0 NC-83-7 5­ S/0I
b. $ 1 0 , 000 or l ess tra n sact i on s . EMSC GRS 3-4a ( 2 ) 3
c . Over $1 0 , 000 tra nsact i on s GRS 3-4a ( I ) 6 EMSC
EMSC GRS 3- 5 Use for mater i a l s re l at i ng to supp l y
2680 R EPORTS 2
· requ i rements and pro u rement matters -­
•
supersed ed .
DISPOSITION
OFFICES• COOE OESCRIPTION ANO FILING INSTRUCTIONS
(21 OTHER
271 1
MANAGEMENT for mater i a l s re l at i ng to accou nt­
persona l property, off i c e space, a nd fac i I ! t i es .
PROPERTY Use for records of non-expendab l e equ i pment , acqu i s i t i ons , ma i ntena nce, a nd d i s posa l . These are suc h i tems a s fu rn i ture, off i ce mach i nes, a nd motor veh i c l es . I nc l udes : Rece i pted rece i v i ng ma i ntena nce a nd repa i r cost data , run­ n i ng i nventory, per i od i c phys i ca l i n­ ventory , reports of l ost or sto l en p rope rty , reports of survey , property tra n sfer and d i sposa l docu ments .
Case F i l e: A l p habet i ca l l y by Agency , div i s i on , c i ty and state .
4 yea rs after equ i pment i s d i sposed ---­
D i sposa l Use for mater i a l s re l a t i ng to the d i s­ posa l of excess persona l prope rty . I nc l udes for examp l e: Reports of excess perso na l p roperty fo r sa l e a nd d i spos i ­ t i on report s fo l l ow i ng GSA sa l e of the p rope rty .
Ca se F i l e: By D i sposa l report n umber .
3 yea rs fo l l ow i ng date proper ty i s d i sposed . Pend i ng f i l es esta b l i s hed pr i or to sa l e may be d i sposed a fter sa l e ta kes p l ace. NOTE: I nventory documents . The r u n ­ n i ng i nventory i s prov i d ed b y a qua rt­ e l y computer l i st i ng based on data p rov i ded by rece i pted purc hase ord ers and pa i d i nvo i ces . Th i s I i st i ng i s d i sposed when superseded .
T h e b i enn i a l phys i cal i nventory record becomes p a rt of the property case f i l e for th e "stat i on" . The comp uter I i st­ i ng i s phys i ca l l y ver i f i ed a nd correct­ ed where necessa ry. The s i g ned doc u­ men t i s he l d 2 yea rs and d i sposed when
EMSC S/O GRS 8 a nd 4 GRS 1 0-6
EMSC GRS 4-5 3
• { 1 ) (2)
720
50
EHSC lJ 2-7ll DESCRIPTION AND FILING INSTRUCT I ONS USDA • f"MSC
I
DISPOSITION
RECORD OFF ICE COOE DESCRIPTION ANO FILING INSTRUCTIONS OTHER OFFICl!:S
OFFICE SYMBOL ! FINAL OIS P . AUTHORITYT O
FRC (6 )
272 1
Loss/Theft Use fo r ma te ria l s re l ating to the l oss or theft of accou nta b l e persona l p ro­ perty .
Case Fi l e: A l p ha betica l l y by ag ency , d i v i sion , c ity and state .
Fo l l owing the next physica l invento ry .
Vehic l e Use for received reports of ve hic l e ope ration and ma intenanc e . ( See 38 1 0 - S AFETY fo r reports and reco rd s of motor veh i c l e accident . )
Fi l e : By vehic l e tag number .
3 yea rs a fter date of report .
SPACE AND FAC I L I T I ES Use for ma ter i a l s re l a t i ng to the p ro­ v i s i on and a l l ocation of office space and i ts a l teration and rou t i ne ma i nte­ nance ; i nsta l l a tion a nd remova l of fac i ­ 1 it i e s by contract or job order with GSA or commerc i a l compa n i es . I nc l udes fo r examp l e: Requests for and a ss i g nments of s pace and i ts ut i l i zat i o n i n the metropo l ita n D . C . a rea ; renta l / l ea se and renewa l ag reements for f i e l d off i ces ; contracts a nd job orders for a l tera t i on or ma i nten a nce .
F i e l d Off i ces - Case F i l e : A l phabet i ­ ca l l y by sta te and city a nd g roup f i l es by agency . I nc l ud e job for a l teration , ma intena nce a nd f ac i ­ 1 i t i es .
D . C . Area - Case F i l e : A l p ha betica l l y by agency .
I 2 yea rs a fter l ease or a ssign­
ment i s term i nated .
. ..
GRS 1 0-4
( I )
El-l!:C 1.3 2-N D E SC R I PT I ON A H D F I L I N G I N S T RU C T I ON S U SDA • EMSC
CODE
•
D ES C R I P T I ON A N D F I L I N G I N S T R U C T I O NS
(2)
J o b Orders - D . C . - ( cont i nued )
F i l e : A l p ha bet i ca l l y by agency .
D i s pose at end of f i sca l yea r i n wh i ch f i na l payment i s made a n d a ny rema i n i ng f u n d s have been w i thd rawn or reob l i gated .
Reports Use for reports· rece i ved and subm i tted co ncern i ng space u t i l i zat i o n , a s s i g n­ ment ' of pa r k i ng space , etc .
PERSON N E L ADM I N I STRAT I ON Use th i s ser i es for o f f i c i a l correspon­ dence and record s of personne l f u nct i ons and p rog rams a s needed and a s d i rected by the Fed e ra l a nd Depa rtmenta l Pe r­ son ne l Ma nua l . ( SEE 1 3 1 0 - ORGAN I ZAT I ON for a p p roved of f i c i a l orga n i za t i on cha rts . ) C S EE 1 500 - EXTERNAL RELAT I ONS for government and i nteragency a p po i ntments , cooperat i on a nd other p rog rams . ) NOTE : S u b j ects not covered i n the fo l l ow i ng categor i es may be f i l ed i n l og i ca l order i n the 3000 g rou p .
GENERAL PERSONNEL PROCEDURES U se for ma ter i a l re l at i ng to the per­ forma nce of person ne l ma nagement f u nc­ t i ons a n d p rog rams i nc l ud i ng agency sta f f i ng p l a n s .
REPORTS Use fo r stat i st i ca l and i n format i on reports prepa red for i nterna l u se or comp i l a t i on for i nteragency subm i s s i o n .
F i l e by : FPM Bu i l et i n number requ i r i n9 the - report a n d/or:: report t i t l e . . . -
PERSONNEL MANAGEMENT U se for ma te r i a l s conta i n i ng i nstru c­ t i on s and po l i cy deve l opment re l at i ng _ _ . to t nterp reta t i on s of C i v i I Serv i ce , Of f i ce of Person ne l and 8 SC D i rec t i ves on personne l management •
. ' D I S P O S I T I ON '
RD O F" F" I C E
Of r l C E S Y MBOL T O& f" I NAL D I S P . F" R C
(3 ) (4 )
(5) AU THOR I T Y
(6)
EMSC 3
by
- - -- --
•
------
• --
"· D E S C R I PT I O A H O F I L I N G I H STRUCT ! ON S
3273
by
3279
,
C O O E OESC R I PT I ON ANO. FILING INSTRUCTIONs - 0 D F n C E
O I S P O I T ION
·EMSC -
OTHEROFFICE SYMBOi. T O A U T H OR I TY O F F I C E S& F I HAl. O I S P . F R C
( 3 1 ( 4 ) IS) (6) EMSG - -· _ _
·
(II (2) ··-·--
OL I C I ES , PROCEDURES , PROGRAMS AND .. I Proposed327 1 _ STANDARDS
se for mater i a l s co nta i n i ng i n st rue- 2 I on s a nd po l i cy deve l opme nt re l a t i ng . - --
to i nterp reta t i ons of C i v i l Serv i ce , -
Off i ce of Personne l and EMSC D i re ct i ves on personne l adm i n i stra t i o n .
I NSPECT I ON , AUD I T AND SURVEY EMSC S/O NC-83-7 5- 1 Use for cor respond ence , report s , a n d documents concern i ng p.ersonne I ma nage- S/O ment i n s pect i on s aod. su rvey.s , d.es k and other pos i t i on aud i ts , and eva l u a t i on or ass i sta nce v i s i ts . \ . -
F i l e S u bj ect, a l p ha bet i ca l l y agency and/or geog ra p h i ca l l ocat i on •
when mater i a l f i l ed i s su pe r- a l ater report or documen t ,
or becomes obso l ete due to major re- orga n i zat i on or e l i m i na t i on .
S/O APPO I NTMENT AUTHOR I TY DE LEGAT I ON S EMSC_ __ P ropo sed U se for docume nts d e l egat i ng autr1or i ty I to p rocess per son ne l act i on s , pay a d - j ustments , p r i or a p p rova l s of person ne l act i ons ( i . e . supergrade a nd Sched u l e C , etc . , a p po i ntment s , ) d i rect h i re a p po i ntments a nd othe r s j.m i I a r act i on s .
F i l e su b j ect.
I yea r a f ter sup erses s i on or revoca t i on .
IORGAN I ZAT I ON PLANN I NG AND CONTROL Proposed Use for mater i a l s re l a t i ng to the func- 2 t i ons , d eve l opment and structu re of serv i ced agenc i es for pos i t i on c l a ss i - f i cat i on , sta f f i n g , rec ru i t i ng a nd p ro- gram respons i b i l i ty .
F i l e by agency .
.
ma nent
__ _ _ _ *
rn:c 13 2- 111 D E S C R I PT I ON A N D F l I H G I N S T RUC T I ON S
RO OF F I C E C O D E D E S C R I P T I ON A N D F I L I N G I NS T R U C T I O N S
& F l llAL O I S P . (3 ) ( 1 ) (2)
USDA f M')C •
D I S P OS I T I O N
AUTHOR I T Y-O : SFRC (5) (6)( 4 )
3293 PERSONNEL FO LDERS . Perma nent-Doc umen ts p l a ced on the r i ght s i de of the fo l d er const i tute the per­
record of a n emp l oyee ' s st-0tu s an d serv i ce , and trave l s w i th a n emp l oyee throug hout h i s Federa l ca ree r . The doc uments a nd the i r order of f i l i ng are p rescr i bed by FPM 293 .
l ead i ng to a forma l act i on but not coti st i tu t i ng a record of the act i on no r ma k i ng a su bsta n t i a l co n­ tr i b u t i on to the emp l oyees record a re tempora ry record s o These a re desc r i bed by FPM S u p p l ement 293-3 1 -S5-7 b a n d a re to be p l aced on the l ef t s i de of the OPF . These documents i nc l ude but a re not l i m i ted to : Person ne l act i on re­ qu ests, l etter s of reference , p reemp l oy­ ment i nq u i r i es , sat i sfactory performa nce rat i ng , debt co r respondence, admon i s hments , l etters of ca ut i o n , wa rn­ i ng , rep r i ma n d , and s i m i l a r d i sc i p l i na ry act i on , a n d extra cop i es of R I F not i ces . NOTE : A l I mater i a l s desc r i bed a bove a n d on s i m i l a r su bjects of a potent i a l l y deroga tory or con f i dent i a l natu re w i I I b d i s posed of a s spec i f i ed for Tempora ry OPF record s , whether they f i l ed i n the OPF or i n sep a ra te supp l ementa ry f i l es •
* EMSC GRS 1 - 1
OPF must be p rocessBd a n d rred to the Nat i ona l erso cord s Center w i thout d l a y s req i red by FPM S u p R lemen 293 3 1 -S 5 f 5c ( I ) ( 6 ) .
*Upon sep rat i
-
NOTE : FPM e nt 293-3 1 ­ 1 5cT5>go er n s er o f certa i n person s r p l oyed for s hort t i m uch a s Enumera to s .
Ef\1$_c GRS 1 - 1 0
•
__ _
EHSC 1.3 2-7 D ESC R I PT I ON A N D F I L l G I N STRUCT I ON S USO. - U 1')(' , D I S P O:; I T l ".)N
C O O E DESC R I P T I ON A N O F i l. I N G I N S T R U C T I ONS. O T H E ROFFICE SYMOOL TO AUTHOR I T Y O F F I C E S
& F" I NAL O I S P . F"RC
( I I (2) (3) ( 4 ) (5) (6)
3296 ERSONNE L ACT I ONS . EMSC GRS 1 - 1 4 se for the c h rono l og i ca l jou rna l f i l e 2 f not i f i ca t i on of personne l act i o n form
retu rned by NFC o Th i s jou rna l f i l e •
fac i l i ta tes reg u l a to ry aud i t a nd /or pe rson ne l ma nagement eva l uat i on , a nd
he comp i l a t i on of data for stat i st i ca l reports .
F i l ·e: Cop i es ch rono.I og,i ca I .Ly. by. t i me per i od ( pa y per i od , month ) and.. by type.
f act i o n suc h a s acce ss i on , change a nd sepa ra t i o n , etc . F i l e cop i es a s t hey a re rec e i ved i n a scend i ng order by date . ' ,
NOTE : Forms covered by a CSC ma nagement i nspect i on ma y be p l aced i n an i nact i ve
i l e pend i ng comp l et i on of the reten t i on pe r i od .
• 3300 EMPLOYMENT EMSC 2 GRS 1 -3
Use fo r correspondence a n d documents 3 concern i ng genera l emp l oyment p rograms and f u nct i o n s . I nc l ude : Experts and consu l ta nts ; student emp l oyme nt a n d wor k-study p rog rams ; vetera n s p rograms ; oversea s emp l oyment; reemp l oyment r i g hts emp l oyee t ra n s fer and deta i l o A l so i nc l udes :
3306 SELECT I VE PLACEMENT PROGRAMS _EMSC 2 GRS 1 -3 . Use for mater i a l re l at i ng to Emp l oyment 3 of the Hand i ca p ped , Upward Mo b i l i ty a nd s i m i l a r p rog rams .
F i l e : A l p ha bet i ca l l y by t i t l e .
33 1 2 POS I T I ON MANAGEMENT EMSC S/O GRS 1 -7 Use for the org a n i zat i o n copy of act i ve 5 pos i t i o n descr i p t i ons used i n c l a s s i f i ­ cat i on wor k and emp l oyment contro l . For p u rposes of j o b resto rat i on a n d other emp l oyee r i g hts need s , reta i n I copy of each descr i p t i on for 5 yea rs a fter the pos i t i on ha s been a bo l i s hed or su perseded .
\
g i ven
3335 -- - -
n::c 13 2-1:i D E SC R I Pi l ON A N D F I L I N G I N ST RU C T I ON S USDI\ f_M'-)C , D I S P 0 ;5 1 T I O N
O f f I C EC O D E DESC R I P T I O N A N O F I L I N G I N S T R U C T I O N S O T H E R AUTH OR I T Y OF F I C E 'SYMBOL T O O f f I C E S 6 f l N l\ L
(3 ) O l $ P . fRC
( 1 ) (2 ) ( 4 ) ( S ) (6)
EMSC -- - -333 0 GRS 1 - 1 5
for co r respondence a nd documents recru i t i ng p rog rams con d u ct-
to meet agency sta f f i ng needs . ­ I nc l u des records of qu a l i f y i ng tests
for th t s pu rpose as author i zed by the CSC o
3332 CERT I F I CATES GRS 1 - 5 Use for request s . for and reports of CSC ce rt i f i cates . of el i gJ b l s .
F i l e Cert i f i cate number o \ , NC-83-7 5 - 1 EMSCPROMOT I ON
Use for mer i t p romot i o n ca ses . - - . - --
Ca se f i l es i n case number order .
GRS 1 - 1 7 U se f o r correspondence a n d documents such as retent i o n reg i sters f rom wh i ch R I F act i on s have been ta ken o
335 1 REDUCT I ON- I N-FORCE ( R I F )
400 EMPLOYEE PERFORMANCE AND UT I L I ZAT I ON jor correspondence and documents
re l at i ng to the dev e l opment of emp l oyees throu g h tra i n i ng , job en r i chment or u p ­ wa rd mob i I i ty p rog rams i nc l ud i ng Execut i ve Deve l opment . A l so i nc l udes :
34 1 0 TRA I N I NG GRS 1 - 1 8 U se for mater i a l s re l at i ng to the ---- ·-
ava i l a b i l i ty of tra i n i ng a nd educat i on courses a n d the se l ect i on and sched u l i n g of em p l oyees for spec i f i c cou rses o NOTE : The record of sat i sfactory co u rse comp I et i on i s kept i n t h.e OPF ( pe rma nent ) .
-· " • \
T D
DESC .R I PT I O AND F I L I N G
( 6 )
2-7 , D I S P OS I T I O N
D E SC R I P T I ON A N O F I L I N G I N S T R U CT I O N SC O D E RECORD OF F I C E
O T H E R OF F I C E SYMOOL A U T HOR I T Y
O F F I C E S & F I N/IL D I S P . F R C
( 1 1 (21 ( 3 ) ( 4 ) ( 5 )
34 1 0- 1
3430'
REPORTS Use for rece i ved a nd p repa red reports on va r i ou s a spects of the emp l oyee _ tra i n i ng p rog ram .
EMSC I
Consecut i ve a s s i g ned number
UPWARD MOB I L I TY PROGRAM Use for co rres pondence , tra i n i ng p l a ns a n d s i m i l a r mater i a l s re l at i ng ,to the over a l I p rog ram .
F i l e S u bj ects .
EMsc · I
NC-83 -7 5- 1
EXECUT I VE DEVE LOPMENT PROGRAM Use for mate r i a l s re l a t i ng to the over a l I p rogram . I nc l ud e s for examp l e : Cou rse schedu l e s , tra i n i ng p l an s a nd s i m i l a r i tems .
EMSC I
P roposed
( NOTE : Recommendat i ons for emp l oyee I nc l u s i on i n the p rog ram , t ra i n i ng cou rses comp l eted , etc . , w i t I be o f f i c i a l l y f i l ed i n the OPF of eac h emp l oyee i nvo l ved i n the p rog ram . )
F i l e S u b j ect .
of p rog ram mater i a l s I a f ter ·tne e nd of the sched u l ed per i od . ·
yea r tra i n i ng ' -
PERFORMANCE EVA LUAT I ON U se for a n n ua l em p l oyee per forma nce ·eva l ua t i on forms a nd ca reer con ference rev i ew ca se f i l es .
EMSC 2
S/O GRS 1 -24
F i l e : A l p ha bet i ca l l y by b y .yea r date .
surname and
by :
by :
- -
tr F INAL O l !iP. r R C O F F I C E S
( 3 1 1 4 )
fp.!::;(,; lJ 2-7 U t K 1 r 1 I V A N D I L I N G I N STRU C T I ON S USO/\ . wr.;r;
Ol'f'I C E S Y M B O L SC R I P. A N O F I L I N G I N ST U CT I O N S
D I S P OS I T I O N
EMSC GRS 1 -2
T O A U T HOR I T Y
161( 5 )
345 1 - 1
•
Use for correspondence a nd record s of benef i c i a l suggest i on s a nd ot her tang i ­ b l e benef i t award recommenda t i ons . _
F i l e by : S u b j ect award , a l p ha bet i ca l l y by su rname a n d by yea r d ate of award .
REPORTS U se for records of reports pe rta i n i ng to the i ncent i ve awa rd s p rogram .
F i l e T i t l e i n a scend i ng date order
POS I T I ON CLASS I F I CAT I ON , PAY AND A L LOWANCES Use for mater i a l re l at i ng to pos i t i on
i a s f f i cat i on f unct i on s . A l so , use for pay adm i n i strat i o n , a l l owances , d l f f e rent} a l s , and trave l .
( S ee 33 1 2 POS I T I ON MANAGEMENT for-
orga n i za t i on cop i es of pos i t i on de­ sc i pt i on s ) •
CLASS I F I CAT I ON U se for ma ter i a l s con ta i n i ng i n st ru c­ t io n s a n d po l i cy deve l opments re l at i ng to i nterp reta t i on s of C i v i l Serv i ce , Off i ce of Per sonne l and EMSC d i rect i ves on pos i t ion c l ass i f i ca t i on .
PAY ADM I N I STRAT I ON U se for mater i a l s conta i n i n g i n st ruc­ t i on s and po l i cy deve l opment re l at i ng to i nterpreta t i on s of CSC and OP d i rec­ t i ves on pay adm i n i strat i o n o
TRAVE L U se f o r mater i a l o n a u t hor i zed payment fo trave l a nd tra ns porta t i on of emp l oy ees for recru i tment a n d t ra i n i ng p u r ­ poses .
F l l e S u b j ect a nd year . ( See 4700 - TRAVEL AND TRANSPORTAT I ON for other types of t ra ve l mater i d l ) .
2
· 1 \ '
I
•
,--. -, -O-I S_P_O-S l-T-1 0-N
O OF F I C E t-----,--.,--,,---1 OF' F' I C E SYMOOL T O
( 2 )
U se for ma ter i a l re l a t i ng to d uty hou rs , author i zed absence and u se of l eave .
a . Use for t i mekeeper cop i es of a l I
EH!:C 1.3 2-7JJ D E SC R I PT I OH A N D F I L I N G I N S T RU
I
C T I ON S USDA - r ,1sc
C O D E D ES C R I P T I ON ANO F I L I N G I N S T R U C T I O N S OTHER AUTHOR I T Y
O F F I C E Sta F'RC
( 4 )r ! N A L
( 3 ) O I S P .
( 1 1 (5) (6)
• 3600 ATTENDANCE AND LEAVE
T i me­ GRS 2-8b36 1 0 T I ME AND ATTENDANCE REPORTS Keeper 2 • I I subm i tted to NFC forreports
payment for. a l I act i ve l y on- boa rd or sep a ra ted emp l oyees o
F i l e : A l p ha bet i ca l l y by surname o
T i me­ GRS 2-8ab . T i me keeper cop i es of f i na l pa y per i o d report s , wh i c h have l eave sup­ Ke'e'pe r port i ng pa pers attac hed , for emp l oyees J O l ea v i ng Fed e ra l serv i ce .
F i l e by : Ca l end a r yea r of s u bm i ss i on a n d a l p ha bet i ca l l y by s u r name . ( See 4 5 1 0 - T I ME , ATTENDANCE AND SA LARY for comp i l ed personne l , sa l a ry and l eave reports . )
3700 PERSON N E L RE LAT I ONS AND SERV I CES U se for records of Emp l oyee-Ma nagement comp l a i nts , g r i eva nces , adverse act i on s , i nvest i g a t i o n s a nd a ppea l s . A l so u se for reha b i I i tat i o n prog rams such as for a l co ho l i cs , etc .
37 1 3 EQUAi,. EMPL9YMENT OPPORTUN I TY ( EEO ) U se for of f i c i a l EEO comp l a i nt f i l es as desc r i bed by 5 CFR 7 1 3 . 22 2 .
a . Cases resol ved w i t h i n the agency EMSC NC-83-7 5- l of or i g i n a l ong w i th bac kg round doc u­ 3 ments pe rta i n i ng to ca ses but not i n­ c l uded i n the case f i l e .
•
d i spose
j r i d i ct i on auto at i ca l
f te r datf
- -
D E SC R.I PT I OH . A H D F I L :_N _G I N0 S T RU C T, I ON S F.MSC "J'JEl-: C 13 2-N
•D I S P QS H I O N m:c:onn OFF I CE' C O O E DESC R I P T I O N A N O F I L I N G I N S T R U C T I O N S OTHER
OFF ICESYMBOL T O AUTHOR I T Y & F I N A L O I S P . FRC o n I C E S
(2) (3) ( 4 ) (5) (61
373 1 SU I TAB I L I TY EMSC NC-83-75- 1 U se for mate r i a l re l a t i ng to adm i n i stra­ t i ve l y con f i dent i a l mate r i a l s re ferr i ng I * to the cha racter, re p u tat i on and f i tness of the person under con s i derat i on and req u i red for emp l oyment by the Govern­ men t . For p re-emp l oyment i nq u i r i es and
-reports see 3293 (_Temp . ,> _ . __ _ __
F i l e : A l phabet i ca l l y by su rname and f rom the OPF to avo i d un i nten­
•
*Per FP 7 3 1 3-2 t i m I l m i ts xp i r l y at the end of I yea r a ppo i nt­ ment ef 1 ect i e except i n cases i vo l v . ng i n ent i ona l f a l se s atem n t , d cept i on or f raud exa i na t i n or a p po i nt­ men t .
3732 PERSONNEL SECUR I TY AND FORE I GN TRAVEL U se for tempora ry record ma te r i a l s .
a . Trave l autho r i zat i on a d med i ca l EMSC NC-83 -75- 1 abstracts . 2
b . Cop l es of secu r i ty c l ea ra nce re­ EMSC NC-83-75- 1 quest , NAC I n qu i r i es su bm i tted , etc . 5
F i l e : A l p h a b et i ca l l y by su rname and when act i on is comp l ete .
Record cop i es are l ocated i n the OPF ,
OP Sec u r i ty O f f i ce and I nvest i ga t i on record s at the CSC .
•
( 1 )
----
D i spose I
D i spose : 14-
b y :
D E SC R I PT I OH A N D F I L I N G 2-7:::-, . ..
Et-:SC
usoA _
D E SC R I P T I O N A N D F I L I N G I N S T R U C :T" I ONS- OTHERSYMBOL T O AUTHOR I TY & r t NAL O I S P . FRC O F F "I C E: S 1 3 ) ( 4 ) I S ) (6)
EMPLOYMENT AND F I NANC I A L I NTEREST EMSC GRS 1 -26 STAT EMENTS 2 Use f o r f i I i ng adm i n i strat i ve l y con­ f i dent i a l statements requ i red of certa i n c l a sses .of Fed era l emp l oy ees by S u b pa rt D of Pa rt 735 of T i t l e 5 , CFR, to meet adm i n i strat i ve needs i f con f I i ct o f i nt erest qu est i on s a r i se .
F l l e : A l p h a b et i ca l l y by S u rname .
2 year s a f ter em p l oyee l eaves pos i t i on I n wh i ch sta tement i s req u i red \ '
o r t he agency , wh i c hever i s ea r l i er .
COMP LA I NTS AND GR I EVANCES EMSC NC-8 3-7 5- l Use for g r i evance a nd comp l a i nt I mater i a l s , othe r tha n E EO , wh i ch have not been forma l l y su bm i tted a bove the s u perv i sory l eve l f or adj ud i cat i on and dec i s i o n .
F i I e : A l pha bet i ca l l y by su rname .
I yea r a f ter date of f i na l dec i s ion .
ACT I ON AND APPEA LS U se fo r act i on ca se f i l es , other than EEO , of bac kg rou nd ma ter i a l s such as i nvest i ga t i ve reports , co rrespondence a n d reports f rom ope ra t i ng o f f i c i 9 l s , su perv i sors and other em J oyees , and mater i a l co l l ected t h roug h the f i na l a d j u stment report s or w i thd rawa l not i ce I nc l udes for examp l e : Comp l a i nt s a nd Gr i evances f onna l l y s u bm i tted a bove the superv i sory l ev e l for adj ud i cat i on a n d dec i s i on ; adverse act i on s a nd a ppea l s ; acc i dent and i nj u ry compensat i on , and other s i m i l a r act i on s .
F i l e Surname or by ca se number a s a pp l ! cab l e .
•
i;: .
u.1sc ._...., -:-- --· ' D I S P OS I T I O N
ACT I ON
D i spose
· D i spose
by :
O E SC R I PT I O A N D F I L I N G I N S TRU C T ! s
su perseded .
1
.-1 yea r a fter emp l oyee l eaves agency . ( See 37 1 3 - EOUAL EMP LOYMENT OPPORTU N I TY fo r s i m i l ar mat er i a l s on equa l opportu­ n i ty . )
I NS URANCE , ANNU I T I ES AND· SA FETY Use f or cor respondence a n d documen ts re l at i ng to i nj u ry compensa t i on , ret i re- , ment , a n d I i f e a n d hea l th benef i t i n­ ' ' sura nce p rog rams .
EMSC SAFETY NC-83-7 5- 1 Use for corresponden ce , documents , and 2 reports re l a t i ng t o th e Sa fety Prog ram . I nc l ud es occupat i ona l hea l th , motor Veh i c l e a cc i dent reports , persona l i nj ury reports a n d reports of comp en­ sat i on .
F i l e : A l p ha bet i ca l l y by su rname or by su bj ect .
2 yea rs a fter year date of mater i a l , c l os ure or f i na l d ec i s i on . ( See 271 3 - Veh i c l e for motor veh i c l e record s . ) ( See 3752 - ACT I ONS AND APPEALS for I nj u ry compensat i o n ca se f i l es , and
See 3930 - MOTOR VEH I CLE OPERATOR PRO­ GRAM for a p p l i cat i on s , perm i ts i ssued , etc . )
EMSC NC-83-7 5- 1 Use for co r responde nce , reports a n d RET I REMENT
6 mos . documents a cc umu l a ted p r i o r to o f f i c i a l ref i reme nt personne l act i on .
F i l e : A l p ha bet i ca l l y by su rname .
a fte r the off i c l a l ret i rement p er sonn e l act i on i s f i l ed i n the OPF .
GRS 1 -20 U se for co p u te r p r i ntout repo rts .
NFC S/O L I FE I NS URANCE
USDA •
AND APPEALS - ( cont i nu ed )
of cases su bm i tted to C i v i I
RECORD or ' I C E OT H E. R F' I N l. L D I S P . O F f I C E S
( 3 ) ( 5 ) AUT HOR I T Y
( 6 ) F'RC ( 4 )
&
EMSC NC-8 3-75 - 1 f Serv i ce Comm i ss i o n for adj ud i cat i on
=---------- -·
--
I I
•' - D E SC R I PT I ON A N D F l _ ! tl G I H S H :U C T I ON S
3890
DESC R I P T I O N A N O F I L I N G I N S T R U C T I O N
4000
- I
Ell:SC 13 2-7!l , D I S F O o l T I C N
a r n;1.L O I S ? . R C( 1 ) ( 2 ) ( 4 )
O T H E R OF F I C E S Y MB O L T O A U T '10R I T Y
O F F I C E S
RtCORO O F' F' I C E sC O D E
( 5 1 (6 )
HEALTH BENEF I TS EMSC I NC-83-75 a . Use for co rrespondence re l at i ng to I the prog ram . Ir F i l e by : Subject .
b . · Use for computer p r i ntout report . N FC S/O GRS 1 -20
F i l e Pay per i od and d i s pose when super seded .
3900 GENERA L AN D M I SCE L LAN EOUS
1 use for correspondence and doc ume nts I I . .re l a t i ng to spec i f i c f u nct i on s or pro- \ '
g rams not covered I n p reced i ng cate- gor i e s .
NOTE : Use 3000 fo l d e r for mater i a l re l at i ng to 2 or more of the a bov e 3000 ser i es s u b j ects or t he overa l I per sonne l p rogram .
3930 MOTOR VEH I C LE OPERATOR PROGRAM EMSC
• S /O NC-83-7 5 - I
Use for reco rd s of opera tor i dent i f i ca - S /O t i on card numbers i s sued , a p p l i ca t i on s for government veh i c l e opera tor per- m i t s and t he i r ca nce l l a t i on , re i ssue , or renewa I .
F i l e I d ent i f i ca t i on numbe r a nd d i s- pose w hen su perseded or obso l ete .
40 1 0
4 1 00
BUDGET AND F I NANCE
WORK I NG CAP I TA L F UND OMF 4
BUDGET Use for a l I record s re l a t i ng to per- forma nce of b ud get a nd a p p rop r i a t i on f u nct i ons .
F i l e F i sca l yea r .
4 1 1 0 DEVE LOPMENT Use for record s of i n i t i a l p repa ra t i on a nd d eve l opment of budget est i ma tes a nd the p resenta t i on and j u st i f i cat i o n to a r p rova l author i ty .
( No+e : See next page . )
_i-:_sG_1J;......_2_-_1•1 II H STRUC f-Msc - --:---- - -t--...,,:-[)-l-SP-0-:-: 1 1-- 1-0-N-----
___ <_1 _1 --+----------· < 2::..:.> __ _c s_> _+----__ c6_l __
P l a nn i ng
DESCR. I PT I Ott A N D F I : . 1 11 G 1
OF T I C £ S''M'J OL T O OT H E R
a r l N A L O I S P . FRC O F F I C E S
( 3 1
, . u s D :. .
RECOHO OF F I C E R I P T I O N A N O F I L l G l t S T R U C T I O N SC O D E A U T '<OR I T Y
C4l• .
4 1 1 0 DEVE LOPMENT - { con t i nued )
I nc l udes for examp l e : P l a nn i ng , est i ­ mates , a nd s u p p l ementa ry ma te r i a l such a s exp l a natory notes , na rrat i ve a nd p rogram p erforma nce , etc . ; A I D , Go l d , · Ro i I i ng a nd Pr i nted Bu dgets p l u s s u p­ p l ementa ry or amended bu dget mater i a l .
F i l e : A l p ha b et i ca l l y b y - agency .
4 1 1 1 _ _
4 1 1 2 Est i ma tes
• 4 1 20 ENACTMENT Use · for record s perta i n i ng to the p ro­ cess of l eg i s l at i ve determ i nat i on a n d a p p rova l o f the Budget P l a n . I nc l udes Congres s i ona l Hea r i ng s , b i l I s , reports , proceed i ng s , and deba tes and the Pub I i c
• Laws re l a t i ve to the Ag r i cu l tu ra l a pp ro­ pr l at io n s o
F i l e : May be ca se f i l ed by subj ect when feas i b l e o
4 1 30 EXECUT I ON Use for record s of a p p roved budget imp l ementa t i on and the ma i ntena nce of f i na nc i a l contro l s over a p p ropr i ated f u n d s . I nc l u d es for examp l e : Ap port i onme n t , a l l oca t i on , a l l otments and wor kp l a n s , ob i i ga t i ons a nd out l ay s , ce i I i ng s , re­ qu i remen ts , re i mbu rsements a n d non ­ a p p rop r i ated f u nd s . A l so i nc l u d es status reports of a p p ropr i ated f u nd acounts a nd a p p rot i onments :
4 1 3 1 I nter i m
4 1 32 Yea r-End
•
2 GRS 5-6
2 GRS 5-6
S /O GRS 3-5
3 GRS 3- 5
D E SC R I PT I ON. A N D F I L I N G I H S T R!I C T I '
C O D E
' o • s P os'1 T I O N •
RECORD OF F I C E D E S C R I P T I ON A N D F I L I N G I N S T R U C Y I O N S O T H E R A U T H OR I T Y O F F I C E S Y M B O L T O
O F F I C E S & f"IHAL O I S P . F RC
(2) ( 3 ) (4) (5) 16 )
REPORT I NG EMSC NC-83-75- 1 Use for bu dgetary report record s . I n­ 3 c l u des ana l yses , mea s u r i ng and repor i ng on f i n a nc i a l resu l ts of the wor k p ro­ gram ca r r i ed out under the a p p roved bud­ get . ( S ee 4 1 80 - LEG I S LAT I VE for l eg i s l at i ve reports . ) NOTE : Reports concern i ng · h i g h'l · i g hts-· of ' s i g n i f i ca nt accomp l i s hments i n- budge ary and f i na nc i a l ma nagement such as conso­ 1 i dat i on of i nd i v i du a l agency ob i l ga-
I It i ons a nd accou nt i ng systems i nto a
s i ng l e opera t i ng sy stem , a n d the a utoma­ t i on of f i sca l a nd account ma i ntena nce •
are reta i ned perma nent l y.
S /O U se f o r ma te r i a l re l at i ng to p roposed and enacted l eg i s l at i ve p rog rams exc l u ­ s i ve of budget a p p rop r i at i on s . I nc l udes Cong ress i ona l Record s , Cong res­ s i ona l quer i es and rep I i e s , Cong res­ s i ona l stud i es , l eg i s l at i ve reports a n d reports o f f u nd out l ay b y State .
lE G I S LAT I V E N/A
( S ee 1 5 00 - EXTERNAL RE LAT I ONS for gen­ era l records on l eg i s l at i on and p ro­ g rams . ) ( See 4 1 20 - ENACTMENT for records o f p roposed a nd enacted budget a p p rop r i a­ t i on l eg i s l at i on . )
ACCOUNT I NG Use for record s of ' f i na nc i a l adm i n i stra­ t i on , contro l a nd op erat i on w h i c h s u p ­ port , a nd ma i nta i n t h e i nteg r i ty of a l l ocated f u nd s .
AL LOCAT I ONS NFC 2 GRS 6-5 Use for records of a p prop r i ated f u n d s 4 rece i pt a n d the i r a l l otment .
2 GRS 7 -3 Use for the summa ry record s of a l l ot­ 1 0 ments ob i i gat i on status ( "7M" reports ) wh i ch i mmed i ate l y su p port the genera l l ed ger . These re GAO record docu­ ments . ( See 4390 - GENERAL LEDGER . )
3A LLOTMENTS NFC
•• s.,.__..,._ _ _, ____ u_'s_o_r,_._r r_,'"_c
(2)
a l l oted
O T H E R
& F I N A L D I S P . F R C O F f"I C l S
2
( 6 )
D E S C R I PT I M A N D F l L I N G 1, H S T R U C T D I S P OS I T I O N
C O D E D E S C R I P T I O N A N D F I L I N G I N S T R U C T I O NS • ( 1 )
k E C ORIJ O f" F I C E
( 3 ) ( 4 ) ( 5 ) AUTH OR I T Y
4230
4260
4270
4300
•
Use f or rout i ne 6ccou nt i ng record s of f u nd ob i i ga t i ons su b s i d i a ry t.o
the summa ry a l l otment sta tus record s . I nc l ude ob i i gat i on est i mates pa i d a nd u n pa i d , c l a ss i f i ed ( ' ' I W" reports ) a nd
CONTRACTS
exp end i tu re s i m i l a r ma te
I r i a l s .
i st i ng s
RE I MBURSEMENTS Use for summa ry record s of t ra n sfe rred a nd rece i ved f u nd s depos i ted for good s or serv i ces a nd c l a i ms . ( S ee 4 400 - B I L L I NG AND COL LECT I ON . )
EXPEND I TURES Use for record s of f u nd d i s bu r sement a nd ex pend i tu re accou nt i ng . I nc l ud e payments , non-exp end i tu re f u nd t ra n sfer a nd re l a ted su bj ects .
D I SBURS EMENTS Use for record s of a l l oted f u nd d i s­ bursement and t hose u s ed a s post i ng a nd contro l med i a su pport i ng the genera I I edge r .
Sched u l es Record cop i es of S F- I 1 66 I i st i ng s of Departme n t of Trea s u ry c hec ks i ssued a s
NFC 4
NFC 4
NFC 4
NFC 1 0
payment for purcha sed good s a nd serv i ces , contracts , etc . These I i st i ng s are GAO record documen ts . ( See 4620 - PA I D - COMPLETED VOUCHERS f or pa i d d i s bu rsement vouchers a nd su pport i ng papers . )
CH ECKS NFC Use for record s of c hec ks ( ot her than 4 payro l I ) i ssued , sto l en , m i s p l aced , mut i l 0ted or destroyed .
GENERA L LEDGER NPC Use t or expend i tu re summa ry reco rd s 1 0 tor a l l ot en t accou nts . ( S ee 4400 - B I L L I NG ANO CO LLECT I ON far payment and co l l ect i on Genera l Ledger . )
GRS 6-5
l0 N ST RU C , T ljiji
.__ _ _,_ _ __,_ ____ u_s_o_t1_._L_., ,_1 ... ' D I S P OS I T I O N
sc hed u l es
f u p p l i e
56 D E S C R I PT I ON AND F l L I NG
C OD E D E SC R I P T I ON A N O F I L I N G I N ST R U C T I O N S
I l l (2)
4400 B I LL I NG AND CO LLECT I ON
44 1 0
Use for record s of b i I I i ng , payment , co l l ect l on a nd d epos i t . • ( See 4640 - ERRONEOUS B I L L I NG a nd 4820
- I MPREST FUND . )
B l LL I NG Use for record s of b i I l i ng operat i on . 1
· R E C CIRIJ Or F l C E OF F I C E S Y MIJOL T O 6 F I NAL O I S P . RC
( 3 ) (4 )
NFC 4
O T l l E R A U T H OR I T Y O F F I C E S ( 5 ) ( 6 )
2 GRS 6-5
•
!
I nc l udes fees , c ha rges , rates ; ag reement ob l i g at i on s ; B i l l s open and c ·t os"ed a·nd ' Reg i ste r .
COL LECT I ON Use fo r records of payment acc rua l s , d epos i ts a nd re l ated matters o NOTE : The or i g i na l copy of co l l ect i on
a nd vouchers w i th attac hed su p port i ng pa pers are GAO record doc u ­ ments . ( See 4620 PA I D - COMPLETED VOUCHERS -
f or comp l eted co l l ect i on vou c hers a nd s u p port i ng papers . )
GENERA L LEDGER
EMPLOYEE ACCOUNTS U se fo r reco rd s of l ea ve and payro l l . I nc l udes sa l a ry payment, l eave u sage, c l a i ms a nd s i m i l a r emp l oyment data o
T I ME , ATTENDANCE AND SA LARY Use for mac h i ne p rocessed record s of l np u t reports used to i s sue chec ks and personne l data reports o ( See 36 1 0 - T I ME AND ATTENDANCE REPORTS for t i mekeep e rs record cop i es o )
CHECKS - PAYRO L L Use f o r record s o f chec ks i ssued , sto l en m i sp l aced , mu t i l ated or destroyed o
SA LARY AND LEAVE Use for reco rd s of emp l oyee sa l a ry payment a n d l eave usa ge o
VOUCHE RS · Use for rPcords of cert i f i ed f u nd d i s­ bu rsements o
! nc l ud es for examp l e : Property ,
a nd s rv l ce rece i ved .
·
NFC 3 3 GRS 7 -2 1 0
NFC S/O
NFC 2 GRS 6-6 b 4
.__ _______ ,
I GAq
D E SC R I PT I Otl A N D F i i i N G I H ST RU C T I O'l S
>R C ( 4 1 (6 )
rn:::c 13 2-N U S D A • r MSC . • [) 1 $ P OS I T I C N
FiECORO O F F I C E C O D E D E SC R I P T I O N A N D F I L I N G I N S T R U C 1" 1 0 N S OF F I C E S Y MO O L & A U T H O R I T YT O
O T H E R
O F F" I C E S
< I I (2 1 F I NAL O I S P .
( 5 )(3)
.7 60
DOCUMENTS Use for cop i es of documents he l d for comp l et i on or rece i p t .
PA I D - COMF'LETED VOUCHERS Use for rece i pted or comp l eted documents , ! accrua l vou c hers and cert i f i ca t i o n for f u nd d i s bu rsement , (GAO record doc u ment s . ) ( See 4 3 1 0 - D I S BU RS EM ENTS a nd 4420 CO L­ LECT I ON for sched u l e s ref l ec t i ng payment of d i s bu rsement vouc her s a nd rece i pt a s
Icomp l et i on o f co l l ect i on voucher s . ) ! UNPA I D VOUCHERS Use for documents on wh i c h except i on l s ma de or wh i c h ca n not be cert i f i ed for pa yment .
ERRONEOUS B I L L I NG
REFUND/ADJ USTMENT
AUD I T ( ADM I N I STRAT I VE ) ( S ee 1 350 - MANAGEMENT CONTROLS for Externa l and I nterna l Aud i t report record s . )
TRAV EL AND TRANS PORTAT I ON Use for records re l a t i ng to the request, author i za t i o n , a p p rova l and rev i ew of trave l by a l I method s . (See 4400 - B I L L I NG AND COLLECT I ON . )
TRAVE L
ADVANCE FUNDS
REQUE ST-ACCOUNTAB I L I TY
TRANSPORT .:... USDA PROPE RTY AND EQU I PMENT
N/A
NFC 4
NFC 4
GRS 6-2
1 3 )
0 0 EHSC 1.3 2- 7 ;::-" ; L I 'jfJ I\ F_'. -: r; •
D I SPOS I T I ON · RE C ORD O F F I C E
COD E DESC R I P T I O N A N D F I L I N G I N S T R U C YI ONS O T H E R! OF F I C E S Y M B O L T O& f" l llAL O I S P . A U T H OR I TY
O F F I C E S
(2) FRC
( 4 ) IS i (6 1( 1 l
4800 F I SCAL Use for record s concern i ng accou nt i ng f u nct i on s i nvo l v i ng i mp rest f u nd , et . ( See 4400 - B I L L I NG AND COLLECT I ON . )
EMSC4820 I MPREST FUND 2 GRS 6-6b U5e for record s of f u nd s ava i I a b l e , 4 d i sbur sement a nd su pport i ng document s . I nc l ud e s for examp l e : Rout i ne i nterna l a u d i t and i n spect i on , reg i sters · and· f i sca l contro l mater i a l . ( See 1 320 - AUTHOR I TY D E LEGAT I ON for record s of a u t hor i ty to rece i ve f u nd s . ) , ,
4 900 OPERAT I NG COSTS Use for record s of cu rrent ope rat i ng costs a nd re l at i on s h i p of costs to f u nc­ t i on s , and performa nce . I nc l udes cost red uct i on and i mp roved e f f ect i veness : i n opera t i on . ( See 1 3 60 - MANAGEMENT I MPROV EMENT for adm i n i stra t i ve records re l a t i ng to t h i s s u b j ect . )
EMSC GRS 6-6a Use for record s of wor k l oad a nd ma n hou r
49 1 0 WOR MEASUREMENT 2 ­
expend i tu re for a s s i g ned f u nct i on s .
4920 COST REDUCT I ON - MANAGEMENT I MPROV EMENT Use for record s of sav i ng s ach i eved d i rect l y i n a p p rop r i ated f u n d s a nd i nd i rect l y throug h cost avo i da nce a n d i mp roved ef f ect i vene s s .
4 and backup on Depa rtment p rog ram re­ ported to OMS .
a . Cop i es of feeder reports ana l yses
EMSC 3 2b . Record cop i es of Agency p rog ram NC-83-7 5- 1 S /O
a bove . ( See 1 3 60 - MANAGEMENT I MPROVEMENT for adm i n i stra t i ve record s on th i s su bj ect i nc l u d i ng emp l oyee suggest i on s ) .
reports not requ i red by Depa rtment or
,__..;.,.._ __ I N STRUCT - .. ---- -
---
DESC R I PT I ON. M D F I L I M G
O E S C F\ I P T I O N A N O F' I L. 1 :-1 ;:; l t• S TFl U C T I O
b'::! E)t, 13 2-74 r 11<;( -
D I S P Q :; I T I C. N R E C OilD O F F I C E o r H E R N SC O D E
C•F F I C f. S Y t J O L II r l NAL D I SP. ( 3 )
T O AUTHOR I T Y o n I C E S( , , (2 ) F R C
(4 ) ( 5 ) ( 6 )
5000 I NFORMAT I ON MANAGEMENT Mater i a l s re l a t i ng to the ma nage mcnt of I n f ormat i on , i ts co l l ect i on , p r i nt. i rep roduct i on , p u b I i ca t i on and d i str i - but i on . I nc l udes for examp l e : H i story , L i bra r i es , Pub I i cat i o n s , p ress re l ea ses, a rt i c l es , l ec t u res a n d speeche s , a nd other a s p ects of p u b I i c re l a t i on s .
5 1 00 ART I C LES , LECTURES AND SPE ECHES OA/ODD/ 3 3 Proposed 0 1
F i l e : A l p h a bet i ca l l y by t i t l e or p su bj ect . ' \
One copy ma ster set on l y i s subj ect to perma nent retent i o n . Cop i es of such ma te r i a l s wh i ch are p u b I i s hed a re not su bj ect to such retent i on a n d may be destroyed 3 year s a f ter i s sue . ( S ee 55 1 0 - DEVE LOPMENT for a rt i c l es co l l ected for pu b l i ca t i on . )
5200 PRESS RE LEASES N/A 2
F i I e : Numer i ca I I y by FY .
NOTE : O f f i ce of Commun i ca t i o n ha s reco rd set .
5300 H I STORY MANAGEMENT U se for ma ter i a l s ref l ect i ng i n f 0 1 * Propo sed of cont i nu i ng i nterest co ncer n i n g the p org a n i za t i on and i ts structu re , t u ne- t i ona l res pons i b i l l t i es and the i r per- forma nce . A l so, s i m i l a r s u b j ect s such as stat i st i ca l contr i bu t i o n s to the nat i ona l or wo r l d ag r i c u l.tu ra l eco nomy .
Ca se F i l e : By su bj ect .
*Of f er to Arch i ves i n cu b i c foot i nc re- me nts when ma ter i a l ha s served agency pu rpose s .
•
O I S P OS I T I O :i
p u b
?i )
E :;C 1.3 2- 7 q DESCR I PT I On A N O F I L I N G ,
C O D E
5620
DESC R I PT I ON MW F I L I N G I N S T R U C T I O NS (2)
L I BRARY MANAG EMEi'-JT
REC:ORO (of F I C F. orFiCE"Sv"MaoL T O& f" I NAL 0 1 5 P . F R C:
( 3 ) ( 4 )
OA/ODD se f or t he ma nagement of I i brar i es of 3 ater i a l co l IBcted centra l l y for re­
ference .
F i l e : A l p habet i ca l l y by t i t l e a nd /or s u bj ec-t- . ( NOT E : The mater i a l s kept by a I i bra ry are ref erences not r ecord s . )
D I STR I BUT I ON . D_ l _t_ l - U se f o r
- ina i r i ng I i s-t-s o f add resses _ b _t I ng
rece i v i ng memora nda , d i rect i ves , news- I · _ _ _Of f I ce II l etter s , pu b I i cat i ons a nd other i n forma­ __S /_O' t i on mater i a l s .
F i l e : by s u b j ect or t i t l e of ma ter i a l d i st r i bu ted or by a ss i g ned I i st cod e .
PUB L I CAT I ONS U se for t he d eve l opment , c l ea ra n ce , comments rec e i ved on i ssued pu b l i ca t i on s a nd o ne copy ma ster f i l es of p u b I i shed i nf orma t i on .
DEV E L0Pi-1ENT Use for ma ter i a l s re l a ted to the de­ ve l opment of pu b I i ca t i on s for pr i nt i ng a nd d i str i but i on . I nc l ud es for ex­ amp l e : Co l l ect i on of i nf ormat i on , a nd p u b I i cat i on format .
F i l e : by su bject .
( NOTE : Arts and g ra p h i c s a re u sa b l e for=-more t ha n one p u b I i cat i on a nd shou l d be f i l ed a s ref erence mater i a l s by su bj ect . )
CLEARANCE U se for ma ter i a l s re l ated to the ap­ p rova l p rocess i ng of mater i a l s for pu b­ 1 i cat i on , p r i nt i ng a nd d i str i bu t i on .
F i i e : by s u b j ect then by t i t l e of I i ca t i on c l eared i f need ed .
O t /S DSB/ _ _ _ l ng
'
_ i ng __ Of f i ce I
O T H E RO F f l C E S ( 5 )
S /O
Proposed
Proposed
Proposed
Proposed
-I '-'----+--------- -- "' -
for
I ns
DESCR I PT I ON AMO F I L I NG l STRucr
I FINAi. Dll'· ntc 0''1Cll
. ' USOA t.M!.C•
CODI DSIC"l TION AND l'I LING I N ITAUCT IONS
111 F; J
5630 COMMENTS Use correspondence conta i n i ng comments or suggest i ons concern i ng pub l l shed meter l a l s .
F i i e : By su bj ect, then by t l t l e of j)UETl cat l on l f needed .
5640 MASTER F I LE Use one copy sets of each pub l i ca­ t i on I ssued .
•
Offer to Arch i ves fo1 · permanent reten­ t l on I n cu b i c foot I ncrements conta i n i ng approx l mate l y 3 years accumu l at lo n . ( S ee 6300 - PUBL I CAT I ONS for SRS pub­ 1 l shed I nformat i on . ) (See 6430 - REPORTS for unpub l i shed SRS reports of resea rch proj ect f i nd i ng s . )
5700 PR I NT I NG Use for mater i a l s re l at i ng to the con­ tract , pu rcha se or other methods of hav i ng f n format l on pr i nted and I f necessary bound for d i str i but i on .
F i i e : By subj ect, then by t i t l e of put)Tl cat l ons ;o be pr i nted or by name of pr i nt i ng fac i l i ty as needed .
(See 2620 - CONTRACTS for records of · contracts I et . )
•
6000 SRS PROGRAM RECORDS Use for mater l a l s re l at l ng to the de­ ve l opment a nd performance of programs des i g ned to accomp l l s h the funct i on s ass i g ned to the Stat i st i ca l Report i ng Serv i ce Agency •
< Note : See next page . )
0 1 / Propose<.1 SOSB/ I ssu i ng Of f I ce I
0 1 / 3 S/0 Proposed SOSB/ I ssu i ng Off I ce p
I ssu 2 Proposed Off I ce 2
I
Case
.coo• •
OllPOll T ION
ltlCOllD 01',.CI DKICIU PTION A N O "LINO IHIT\ltUC T IONI AUTllOltfTY
• l'lllAL DllP. nlC(II Ill> 141 Cl)
6000-
I
SRS PROGRAM RECORDS ... < cont i nued )
F i i e : Records under the appropri ate code and categor y I nc I uded I n
th I s serv I ces • <See 1 0 1 0 - eotJl.1 1 TTEES for records of Adv i sory Boa rds and Program p l ann i ng comm i ttee meet i ngs . > C S ee 1 330 - OBJ ECT I VES for agency p ro­ gram p l ann i ng records . )
PROGRAM DEVELOPMENT for of mater i a l s re­
l at i ng to the deve l opment of :
B o A potent i a l or proposed new program and subm i ss i on for approva l ;
Proposed major mod l f l cat l on of an
OA/000 5 Proposed p
ex i st i ng programo I nc l udes for examp l e : Correspondence, data , report, and other documents or i g i nated outs i de the agency , su bm i s­ s i on to the Program P l ann i ng Comm i ttee and the Comm i ttee dec l s l on o
F i i e a l p habet t ca l l y by subj ect .
Tra nsfer to FRC 5 years a f ter date of l ast I tem f l l ed .
6 1 00 ASS I STANCE Use for mater i a l s re l a t i ng to prov i ded to otner countr i es through USA I D p rograms v I nc l udes for examp l e : Tra i n i ng , stat i st i ca l surveys and stu­ d i es and reports concern f ng fore i g n agr l cu l tura l economy .
: ....
Use mater l l s
then
Ill
OTHlR
EMSC 1) 2-7' DESCR I PT I ON AND F I L I NG I N STRUCT I ON USDA E'MS·: •
DISPOSITION
O"'ICU O!ICAIPTION A N O F I LING I NSTRUCTIONS AUTN0$11TY
6 VlllAL DllP. FllC 111 141 151
6200
6220 1
CLEARANCE C OMB ) for rA l at l ng to OMB ste ­
t l st l ca l rev i ew and c l en ra nce requ i red when a burden I s I mposed on the pub l l c . Data co I I ect I on or record km' P r ng by the pub l l c const i tutes such a burden . I nc l udes for examp l e : Fonns , regu l a­ t i ons, and stat l st l ca l programs or pro­ jects .
DOCKETS Use for mater i a l s subm i tted for c l ear­ a nce · process l ng . I nc l udes for examp l e : Transm l tta l forms , support i ng documents deta l l l ng the purpose , est i mated cost, and data co I I ect I on or r-ecord keep I ng requ i rements I nvo l ved , etc & Attached may be fonns , contracts or regu l at i ons descr I b I ng data co 1 1 ect ron o r record keep i ng requ i red of the pub l i c .
RC 7
3 Proposed
F i i e a l phabet i ca l l y by subm i tt i ng agency by da te rece i ved for process i ng .
7 yea rs a fter form or p l an be­ comes c l osed , d i scont i nued , exp i red or obso l ete .
I NDEX Use for SRS-2 card forms p repa red de­ ta I l i ng pert i nent I nformat i on on each doc ket rece I ved .
RC 7
N/A Proposed
F i i e : A l p h bet l a l l y by agency then ass i gned number order.
I n
7 yea rs after form or p l an be­ comes c l osed , d i scont i nued , exp i red or obso l ete. ( See 1 343 - CONSULTANT OP I N I ONS for op i n i ons prepared or obta i ned concern i ng proposed fonn, prog ram or proj ect . ) (See 6400 - RESEARCH and 6220 - SURVEY DES I GN for proj ects and mater i a l s on wh i ch c l ea ra nce I s requ i red •
I
nd
These
6300
EM:SC 13 2-74 ESC R I PT I O'I AND F I L I N G I N STRUCT I ON S· USOA tMSC•
DISPOllTION
lli!COllD D"ICI .ODll OTNH AUTNOAITV DllCfUPTION A N D " LINO INSTRUCT IONS •
l•IIll Ill. ( I I IZI ·
63 1 0
•
per do I ca I I y SRS pub I I shed da'h reports of stat i st i ca l est i mates ,
research project f i nd i ngs and stud i es . I are pub l i cat i ons wh i c h are p r i nted and I ssued to the pub i l c , federa l , state and l oca l government of f I ces and agenc i es . (See 5500 - PUBL I CAT I ONS for adm i n i stra­ t i on and management of I nformat i on and pub l l cat l ons genera l l y . )
AGR I CULTURAL 5 1 TUAT I ON CQM.1 S/O for month I y pub cat I on p repa red by
SRS and I ssued by USDA .
SUMMARY SDSPU 5 S/O Proposed or l ess frequent. summa r i es of p
I nter i m pub I ! cat i ons such a s : Agr i cu l ­ tura l Pr i ces , Crop Prod uct i on , F i e l d Crops, Fresh Fru i t and Vegeta b l e Pr i ces, L i vestock S l aughter, Manufactured D i ary Products , Vegeta b l e and Fru i t Ma rket i ng , Western Europe Agr i cu l tu ra l S i tuat i on , and others . A l so , use for per i od i c pub l i cat i ons for wh i ch no summa ry I s I ss ued . and one-t i me pub I ! shed report s .
F i i e s i ng l e copy record sets I n yea r and census groups a l phabet i ca l l y by t i t l e then I n ascend i ng I s sue date order . fer I tems I ssued dur I ng one 5-year per i od at end of the next census year.
*I NTER IM SDSPU 7 Proposed Use for pub l i cat i ons I ssued at 7 schedu l ed I nterva l s and sunvna r l zed annua l l y or l ess often o
F i i e s i ng l e copy record sets I n year and census cyc l e groups a l p habet l ca l ly by t i t l e then I n ascend i ng I ssue date Tra ns fer I tems I ssued dur i ng one census cyc l e as a group at the end of the cyc l e p l us rev i s i on per i od .
Upon Comp l et i on of a cu rrent census re­ v i ew, records for yea r ( s ) p r i or to the most recent census may be tra ns ferred to the FRC.
._O/f_F_IC_ll..,.l-YMl..,.......10&.----T0.--1
{See
DESCR I PT I ON AND F I L I NG I N STRUCT I OM.
• flllAL 011111. F•C Ol'VICU
6340
141
OTHH
181 AUTNOR TY
,., RESEARCH REPORTS RD 2 S/0 Use reports of comp l eted I n-house resea rch projects d i str i buted to pr i vate research groups, I nst i tut i ons and to federa l and state government agenc i es .
F i i e a l p habet i ca l l y by t i t l e . 6430 - REPORTS for unpub l i shed re­
•
6400 RESEARCH Use for mater i a l s re l at i ng to approved proposed resea rch projects and the f r des i g n , deve l opment, rnod l f i ca t l on and test i ng . A l so, for mater i a l s re l at i ng to the ma f ntenance and operat i on of re­ search programs . These evo l ve f rom proj ects and are not fu l l y operat i ona l I nc l udes : Area-Prame , Samp l i ng F rame, Samp l i ng Stud i es , New Survey Techn i ques , F i e l d Forecast i ng and others •
PROJ ECTS Use for mater i a l s re l at i ng to the pro­ posa l of new resea rch proj ects , a nd p ro­ cess i ng for approva l . I nc l ude s : Pro­ posed Proj ect Statement, approva l c l earance , des i gn , deve l opment progress reports and f i na l proj ect reports. Proj ects I nc l ude : Cooperat l ve and I n­ house resea rch .
(See 1 330 - OBJ CCT I VES for records of proj ect proposa l and f i na l dec i s ion re­ port on whether to proceed . )
P Proposed
•
64 1 1 COOPERAT I VE Use for mater i a l s re l at i ng to research projects conducted cooperat i ve l y w i th educt l ona l I nst i tut i ons or other out­ s i de research g roups . A l so, u se for re i mbursa b l e p roj ects conducted by or for other government agenc i es . I nc l udes for examp l e : Proposed proj ect statement, app rova l , c l ea rance, s i gned cooperat i ve or I nter-agency agreement, progress reports, per fod l c payment author i zat i ons or rece i pt not i ces , and f l' na I project reportso
RDB/RSB 3 2 Proposed 1 0
( Note : See next page . ) r:J
w
then
a r111AL 01111. nc or.-icu
6420
r O ' EHSC 1, 2-71& ESCR I PT I ON AND F I L I N G I N STRUCT I ON S USDA • fMSC
OISl&OllTIOH · ·01 lllCOllD OP'flCI OllC lll! l fl'TION A N D P' I L I N O I N S T R U C )' IONI
2• .. . . . . - - --·---- Ill 141
COOPER