United States Department of Agriculture

Grain Inspection, Packers and Stockyards Administration

Federal Grain Inspection Service

Program Notice FGIS-PN-99-7 March 23, 1999

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

Disposal Date: 03/23/00

Cover

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

REVISED FILE RETENTION SCHEDULE FOR LICENSING RECORDS

Contents

REVISED FILE RETENTION SCHEDULE FOR LICENSING RECORDS ������������������������1

1. PURPOSE����������������������������������������������������������������������������������������������������������������������������

2. GENERAL INFORMATION���������������������������������������������������������������������������������������������������

3. RECORD DISPOSITION �����������������������������������������������������������������������������������������������������

4. QUESTIONS ������������������������������������������������������������������������������������������������������������������������
FGIS Notice PN-99-7 March 23, 1999

Page 2

1. PURPOSE

This program notice transmits a new retention schedule for documents relating to the

records of persons holding a license under the United States Grain Standards Act

(USGSA) or the Agricultural Marketing Act of 1946 (AMA). Applications, examinations

grades, renewals, terminations, suspensions, other authorized functions, and records of 

a general nature are included in this new schedule

2. GENERAL INFORMATION

The present retention period for licensing materials is 10 years (see the Files 

Maintenance and Records Disposition Handbook) and was established as a basis for 

reorganizing licensing records. Since the records have been organized and uniform

procedures are established for administering the program, the Federal Grain Inspection 

Service has determined that the retention period could be reduced without any 

detrimental effect. The National Archives and Records Administration was petitioned for 

a shorter retention period and one has been granted

3. RECORD DISPOSITION 

The new retention period relating to license applications, examinations, grades, 

renewals, terminations, suspensions, other authorized functions, and records has been 

divided into two parts. They are

7110 License Issuance - Documents relating to license applications, examinations, 

grades, renewals, terminations, suspensions, other authorized functions:

a. Originating Office. Destroy immediately when licensee is deceased or five year

after license is terminated, whichever is applicable

b. All Other Offices. Destroy when two years o

7150 Investigations - Material relating to violations of the United States Grain Standards

Act and conflict of interest.

Licensee Conflict of Interest

a. Originating Office. Destroy immediately when licensee is deceased or five year

after license is terminated, whichever is applicable

b. All Other Offices. Destroy when two years o
FGIS Notice PN-99-7 March 23, 1999

Page 3

4. QUESTIONS

Direct any questions regarding this program notice to AMS - FGIS Policies Procedures 

and Market Analysis Branch