AMS Directive 270.1 

2/13/96 

 AMS RECORDS MANAGEMENT PROGRAM 

I. This Directive states policy and assigns 

PURPOSE responsibilities for administering the Records Management Program 

 in the Agricultural Marketing Service (AMS). 

II. This Directive replaces AMS Directive 270.1, AMS 

REPLACEMENT Records Management Program, dated 11/8/93. Changes 

HIGHLIGHTS are marked with asterisks. 

III. A. It is AMS policy to create and preserve 

POLICY records containing adequate and proper documentation of the organization, 

 functions, policies, decisions, procedures, and essential transactions of 

 the Agency. The policy is designed to furnish the information necessary to 

 protect the legal and financial rights of the Government and of persons 

 directly affected by the Agency's activities. 

 B. The creation of additional Agency, Division or Staff directives 

 regarding records disposition, as well as revisions to disposition 

 schedules, must be approved * - by the AMS Records Management Officer 

 (RMO), through the Information Management Branch (IMB), Executive 

 Resources Office (ERO), AMS. - * 

IV. The laws that establish and define Federal records 

AUTHORITIES management and provide guidelines for the creation, maintenance, use, 

 and disposition of records are: 

 A. The Federal Records Act of 1950, as amended, and codified in 

 chapters 21, 29, 31, and 33 of title 44 of the United States Code 

 (U.S.C.), establishes the basis for records management programs in 

 Federal Agencies. It also sets out the records management oversight 

 responsibilities of both the National Archives and Records Administration 

 (NARA) and the General Services Administration (GSA). 

 B. The Paperwork Reduction Act of 1980, as amended, and codified in 

 chapter 35 of title 44 of the U.S.C., legally introduced into the 

 Federal Government the concept that information is a valuable asset and 

 should be managed as such. It makes records management a part of a 

 broader program of Federal information resources management. 

 C. Title 36, Chapter XII, subchapter B, of the Code of Federal 

 Regulations (CFR), provides NARA's guidance for implementing Agency 

 responsibilities under the above laws. 

 D. The Federal Information Resources Management Regulation (FIRMR), 

 subchapter B, requires the establishment of standards and procedures to 

 ensure efficient and effective records management by Federal Agencies. 

 E. The Office of Management and Budget (OMB) Circular A-130, Management 

 of Federal Information Resources, provides updated guidance on records 

 management policies as required by the Paperwork Reduction Act of 1980. 

V. The following definitions are based on those set 

DEFINITIONS forth by the U.S.C., the CFR, the Office of the Archivist of the United 

 States, and USDA: 

 A. File. An accumulation of records or nonrecord materials arranged 

 according to a plan. 

 B. File Plan. A plan designating the physical location(s) of an 

 Agency's files. The plan identifies the specific types of files to be 

 maintained, and the organizational element(s) having custodial responsibility. 

 C. General Records Schedules (GRS). NARA-issued schedules governing 

 the disposition of specified records common to most Government Agencies. 

 D. NARA. The organization responsible for appraising, accessioning, 

 preserving, and making available, Federal records. 

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 E. Records. Federal Government records consist of "... all books, 

 papers, maps, photographs, machine-readable materials, or other 

 documentary materials, regardless of physical form or characteristics, 

 made or received by an agency of the United States Government under 

 Federal law or in connection with the transaction of public business 

 and preserved or appropriate for preservation by that Agency or its 

 legitimate successor as evidence of the organization, functions, policies, 

 decisions, procedures, operations, or other activities of the Government, 

 or because of the informational value of data in them." (44 U.S.C. 3301) 

 F. Records Disposition. The actions taken regarding records no longer 

 needed for current Government business. These actions include: 

 1. Transfer to Agency storage facilities or Federal Records Centers (FRC's), 

 2. Transfer from one Federal Agency to another, 

 3. Transfer of permanent records to the National Archives, and 

 4. Disposal of temporary records. 

 G. Records Schedule. A document providing mandatory instructions on the 

 handling/treatment of records (and nonrecord materials) no longer needed 

 for current Government business, with provision of authority for the final 

 disposition of recurring or nonrecurring records. The Agency's records 

 disposition schedules and NARA's GRS assign value to the record by 

 providing the guidelines and authorities for establishing, maintaining, 

 using, retaining, transferring, and disposing of program and 

 administrative records. 

VI. A. The Administrator has overall responsibility 

RESPONSI for the AMS Records Management Program. 

BILITIES 

 B. The * - Assistant Administrator, - * as delegated by the 

 Administrator, has direct responsibility to establish and maintain 

 an active, continuing program for the economical and efficient 

 management of AMS records. This is accomplished by establishing 

 continuous and systematic control and coordination over the creation, 

 maintenance and use, and disposition of AMS records, in accordance 

 with statutory and regulatory requirements. 

 C. The * - Deputy Assistant Administrator - * has overall responsibility 

 for the implementation of the AMS Records Management Program, and for 

 all records management support services provided to AMS personnel. 

 D. The Chief, IMB, through * - the RMO, - * manages the AMS Records 

 Management Program by controlling AMS records management activities 

 throughout their life cycle, from creation to disposition; and 

 develops and furnishes policy guidelines. Specifically, the RMO will: 

 1. Formulate, direct, and coordinate the AMS Records Management Program. 

 2. Develop uniform records systems, including file outlines 

 and disposition schedules. 

 3. Review AMS records management practices. 

 4. Review and take appropriate action on all requests for 

 filing equipment. (See AMS Directive 210.1, Acquisition 

 Management Program, and the AMS Acquisition Handbook.) 

 5. Serve as Agency liaison with NARA/FRC's, for disposition, 

 transfer, and retrieval of records. 

 6. Serve as Agency liaison with the Department and other Federal 

 agencies on matters relating to records management. 

 7. Develop, conduct, and coordinate briefings and training 

 programs for headquarters and field employees involved in Agency 

 records management activities. 

 8. Report to NARA any instances of unauthorized removal or 

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 destruction of AMS records, since such unauthorized action is illegal 

 and may lead to fines and imprisonment. 

 E. Heads of offices (Division Directors, Branch Chiefs, Section Heads, 

 Supervisors, Officers in Charge, and Administrative Officers) will: 

 1. Recognize their records management responsibility by making the 

 program a continuing priority and assigning appropriate resources. 

 2. Ensure that employees understand records management in the Federal 

 Government and their responsibilities. 

 3. Furnish a copy of this Directive, records disposition 

 schedules, and subsequent changes to employees assigned to file 

 and maintain records. 

 4. Provide guidance to secretarial and clerical employees to 

 ensure that records are properly classified, filed, maintained, 

 transferred, and disposed of, in accordance with established 

 guidelines. 

 5. Ensure that all office records are approved for 

 disposition (scheduled) by NARA, with assistance from * - the RMO. - * 

 6. Establish safeguards against the unauthorized 

 removal or destruction of AMS records, and notify * - 

 the RMO - * if such removal or destruction occurs or 

 threatens to occur. 

 F. Administrative Officers/Records Management Liaisons 

 * - (RML's) - * will: 

 1. Follow the guidelines established by the Agency on matters 

 pertaining to the creation, maintenance, use, retention, transfer, 

 and disposition of records. 

 2. Work with the * - RMO - * in developing uniform records 

 systems, including program file outlines and disposition 

 schedules, for Division and Staff offices. 

 3. Advise Division and Staff personnel in the creation, 

 maintenance, use, retention, transfer, and disposition of records. 

 4. Furnish heads of offices within the Divisions and 

 Staffs with copies of this Directive, records disposition 

 schedules, and subsequent changes. Obtain copies from: * - 

 USDA/AMS/ERO 

 Information Management Branch (IMB) 

 ATTN: AMS Records Management Officer 

 P.O. Box 96456 

 Washington, D.C. 20090-6456 - * 

 G. Originators/creators of AMS records will: 

 1. Be responsible for the record copy through all steps 

 of the information life cycle: requirements, collection, 

 transmission, processing, storage, retrieval, and disposition. 

 2. Cooperate with NARA and GSA in applying standards, 

 procedures, and techniques to improve the management of records. 

 3. Comply with the requirements to prevent unauthorized 

 destruction or removal of AMS records. 

 4. Comply with the requirements from NARA to transfer 

 permanent AMS records that are over 30 years old. 

VII. All questions concerning AMS records management 

QUESTIONS should be directed to * - the RMO, IMB, ERO. - * 

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 Gary Scavongelli 

 Assistant Administrator 

 

 

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