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Texas FmHA Manual Changes

Texas Instruction 2033-A, Exhibit B RECORDS MANAGEMENT IN STATE,
DISTRICT

AND COUNTY OFFICES. OPERATIONAL FILES

This Instruction is partially revised to update information

regarding operational files.

[REMOVE]{.underline} [INSERT]{.underline}

Pages 1, 2, 3, 4, 17 & 18 Pages 1, 2, 3, 4, 17 & 18 revised 12-8-93

**Note**: Authorization from the National Archives for destruction of
certain records had not been received by the Farmers Home Administration
National Office prior to the revision of FmHA Instruction 2033-A. We
have identified those records with the \"DISPOSITION NOT AUTHORIZED\"
statement on the right side of the Texas Instruction 2033-A. Please note
there is a retention period. Records may be removed from the operational
files at the end of the retention period; however, they may not be
destroyed until authorized. The instruction will be modified at the time
authorization is received from the National Archives.

***READ PROCEDURE - DISCUSS IN STAFF CONFERENCE - KEEP PROCEDURE MANUAL
UP TO DATE***

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 1

OPERATIONAL FILE CODES

RETENTION PERIOD OR

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

\*[2000]{.underline} - ADMINISTRATION Destroy when 3 FYs old.

2000-2- EMERGENCY PLANNING Retain current operation plan and

list of assignments. Destroy when

superseded.

2000-G NOTARIES PUBLIC Retain current designations.

Destroy outdated designations.

\*2003 ORGANIZATION Retain current organizational charts.

Destroy outdated charts.

\*2006 MANAGEMENT Destroy when 3 FYs old.

2006-F DELEGATION OF AUTHORITY Destroy 5 FYs after revoked,

revised or position is eliminated.

2006-G DESIGNATION OF ACTING Destroy 5 FYs after termination date.

OFFICIALS

2006-G1 DETAILED EMPLOYEES (Limited to details without \"acting\"

designations.) Destroy 1 FY after end of

FY of detail.

2006-J FIELD OFFICE OPERATING Includes reports. Destroy monthly reports

COOR/DOOR REPORTS after 1 FY.. RETAIN SEPTEMBER

SYSTEM accomplishment report 3 FYs. Explanatory

comments may be kept in a binder indefinitely.

2006-M INTERNAL CONTROL SYSTEM Retain until next CAR and SER is
conducted,

then destroy. Retain D/D Oversight Visit

Report for 1 FY

2006-O WORK ORGANIZATION (Includes OF-67 \"Activity Schedule\".)

Destroy after 2 FYs old.

2006-S FORM FmHA 2006-16, REPORT Retain until next review is

PRA OF PRA OFFICE REVIEW conducted , then destroy

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\* Denotes mandatory files established by FmHA Instruction 2033-A

\*\* Denotes District Office only

SPN dated 11-9-93

(revised 12-8-93)

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 2

OPERATIONAL FILE CODES

[RETENTION PERIOD OR]{.underline}

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

2006-U INFORMATION RESOURCES Includes Multi-Function DISPOSITION

MANAGEMENT OFFICE Work Station material. IS NOT

AUTOMATION AND END Destroy after 3 FYs. AUTHORIZED

USER COMPUTING.

2006-W CLASSIFICATION OF FARMER Destroy when 3 FYs old.

PROGRAM BORROWER

ACCOUNTS

\*2009 BUDGETS Destroy when 2 FYs old.

\*2012 AUDITS AND INVESTIGATIONS

2012-A AUDITS Destroy 8 FYs after case is closed.

2012-B INVESTIGATIONS Destroy 10 FYs after case is closed.

\*2015 INFORMATION Includes news releases. Destroy when 1 FY

old.

2015-B PUBLIC INFORMATION/FmHA RETAIN Texas Public Information Plan and

updates. Destroy other information when 1 FY

old.

2015-E AVAILABILITY OF To include a copy of each accounting

INFORMATION UNDER record of disclosures of information

THE PRIVACY ACT initiated by FmHA under the Privacy Act,

as prescribed in FmHA Inst. 2015-E.

(A copy of this accounting record will

also be filed with the record from which the

disclosure was made.) Destroy when 5 FYs

old.

\*2018 ADMINISTRATION - (General) Destroy when 1 FY old.

2018-D HANDLING OF LOAN CHECKS, (Includes record of mailing or

SALARY CHECKS, AND U.S. delivery and return receipt.) Destroy

SAVINGS BONDS 3 FYs after the claim has been satisfied.

Other material, destroy when 3 FYs old.

2018-E SECURITY OF VALUABLE (Includes Annual Inventory of Security

DOCUMENTS Security Instruments Report.) Destroy

loss claims 5 FY\'s after settlement of claim.

Retain in safe.

SPN dated 11-9-93

revised 12-8-93

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 3

OPERATIONAL FILE CODES

RETENTION PERIOD OR

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

2018-F AVAILABILITY OF (EXCLUDES material pertaining to

INFORMATION (FOIA) exempt records denied, appealed

decisions, and records sought by

compulsory process.)

Destroy when 5 FYs old.

2018-F1 EXEMPT RECORDS DENIED Includes material pertaining to

AND APPEALED DECISIONS (1) exempt records that have been

denied, (2) those records that have

been furnished to the requester after

appeal to the Administrator, and

\(3\) records sought by compulsory

process. Destroy when 5 FYs old.

2018-F2 FORM FmHA 104-1 \"PUBLIC Includes annual memo report of

INFORMATION TRANSMITTAL FOIA requests. Destroy when

AND/OR RECEIPT\" 2 FYs old.

\*2021 SPACE Destroy when 2 FYs old.

2021-A FIELD OFFICE LOCATIONS Destroy individual location

AND FACILITIES folder one year after the end of

the fiscal year in which office was

closed or moved to a new location.

\*2024 PROPERTY AND SUPPLY Destroy when 1 FY old.

2024-A ACQUISITION, SALES AND Destroy records on

LEASING AUTHORITY transactions of more than

\$25,000 and all construction contracts

exceeding \$2,000 - 6 years and 3 months

after final payment. Includes Master

Index and Register of Numbers for AD-838

and FmHA 838-B forms. A separate

folder for each contract must be established.

SPN dated 11-9-93

revised 12-8-93

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 4

OPERATIONAL FILE CODES

RETENTION PERIOD OR

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

2024 A1 FORM AD 838 PURCHASE ORDER File by sequential number. Retain

(Non-Contractual) for 6 years and 3 months following

end of FY in which it is approved.

(A copy should be filed in the borrower\'s

case file.)

2024-A3 ADMINISTRATIVE EXPENSE Destroy 6 years and 3

COST VOUCHERS (FORM months after FY in which

AD-757 AND ATTACHMENTS) created. File to be maintained in safe.

2024-C REQUEST, AND CONTROL OF (Excludes furniture and

FORMS, SUPPLIES, SERVICES equipment) Destroy upon

EQUIPMENT AND FURNITURE termination or completion

BY STATE, DISTRICT, AND of transaction.

COUNTY OFFICES

2024-C1 FORM FmHA 2024-6, Includes correspondence.

\"NOTICE OF TRANSMITTAL Destroy 1 FY after the end

AND RECEIPT\". of the fiscal year in which all Forms FmHA

451-1, \"Acknowledgment

of Cash Payment\", transmitted by a specific Form FmHA 2024-6 have been
used.

2024-D FIELD OFFICE REQUEST FOR Destroy after 3 FYs old.

FURNITURE AND EQUIPMENT

SPN dated 11-9-93

revised 12-8-93

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 17

OPERATIONAL FILE CODES

RETENTION PERIOD OR

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

1942-F LOANS TO INDIAN TRIBES Destroy when 3 FYs old.

AND TRIBAL CORPORATIONS

\*\*1942-G INDUSTRIAL DEVELOPMENT Destroy when 2 FYs old.

GRANTS

\*\*1942-H DEVELOPMENT GRANTS FOR Destroy when 2 FYs old.

COMMUNITY DOMESTIC

WATER AND WASTE DISPOSAL

SYSTEMS

\*\*1942-I RESOURCE CONSERVATION Destroy when 2 FYs old.

AND DEVELOPMENT AND

WATERSHED LOANS

\*\*1942-I1 WATERSHED PROTECTION This includes ASCS DISPOSITION

AND FLOOD PREVENTION approved watershed plan NOT

MEASURES reports and SCS work plan AUTHORIZED

report. Destroy when no

longer needed.

\*\*1942-J TECHNICAL ASSISTANCE Destroy when 3 FYs old. DISPOSITION

AND TRAINING GRANTS NOT

AUTHORIZED

\*\*1942-K EM COMMUNITY WATER Destroy when 3 FYs old. DISPOSITION

ASSISTANCE GRANTS NOT

AUTHORIZED

\*1943 FARM OWNERSHIP, SOIL AND Destroy when 2 FYs old.

WATER AND RECREATION

1943-A INSURED FARM OWNERSHIP (FO) Destroy when 2 FYs old.

LOANS

1943-A1 FO TRACT SUBDIVISION- Use separate folder for

(NAME OF TRACT) each tract to be subdivided. Close

tract folder the fiscal year the seller

was paid in full for tract. Destroy

closed tract folder 3 years after the

end of the fiscal year in which closed.

1943-A3 OUTREACH PROGRAM FOR THE Destroy when 3 FYs old. DISPOSITION

SOCIALLY DISADVANTAGED NOT

AUTHORIZED

SPN dated 11-9-93

Revised 12-8-93

TEXAS INSTRUCTION 2033-A

Exhibit B

Page 18

OPERATIONAL FILE CODES

RETENTION PERIOD OR

[CODE SUBJECT HEADING SPECIAL FILING REQUIREMENT]{.underline}

1943-A4 SMALL FARM TRAINING AND Destroy when 3 FYs old. DISPOSITION

TECHNICAL ASSISTANCE NOT

PROGRAM AUTHORIZED

1943-B SOIL AND WATER LOANS Destroy when 2 FYs old.

\*1944 HOUSING (GENERAL) Destroy when 2 FYs old.

1944-A RURAL HOUSING LOANS Destroy when 2 FYs old.

PROGRAM

1944-A1 INTEREST CREDIT Destroy when 2 FYs old.

ASSISTANCE

1944-A2 CONDITIONAL COMMITMENTS Destroy when 2 FYs old.

FOR RURAL HOUSING LOANS

1944-B Housing Applicaton Packaging Grants DISPOSITION

NOT

AUTHORIZED

1944-D FARM LABOR HOUSING LOANS Destroy when 2 FYs old.

AND GRANTS

\*\*1944-E RURAL RENTAL AND RURAL Destroy when 2 FYs old.

COOPERATIVE HOUSING

LOANS

1944-G RURAL HOUSING SITE LOANS Destroy when 2 FYs old.

\*\*1944-I SELF-HELP TECHNICAL AND Destroy when 2 FYs old.

ASSISTANCE GRANTS

1944-J SECTION 504 RURAL HOUSING A separate list must be

LOANS AND GRANTS must be maintained for

each county. Destroy

when 50 years old.

\*\*1944-K TECHNICAL AND SUPERVISORY Destroy when 3 FYs old. DISPOSITION

ASSISTANCE GRANTS NOT

(GENERAL) AUTHORIZED

\*\*1944-L TENANT GRIEVANCE AND Destroy when 2 FYs old. DISPOSITION

APPEALS PROCEDURES NOT

(GENERAL) AUTHORIZED

\*\*1944-N HOUSING PRESERVATION Destroy when 2 FYs old. DISPOSITION

GRANTS (GENERAL) NOT

AUTHORIZED

SPN dated 11-9-93

Revised 12-8-93