Agricultural Marketing Service, Specialty Crops Program, Specialty Crops Inspection Division

Records Retention and Disposition (July 2017)

SCI Division Administration Series

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RECORDS RETENTION AND DISPOSITION

The Forms Retention Requirements Index and General Records Schedule (GRS) Handbook and 

AMS Directive 270.1, provide the SCI Division with information on the rules and regulations 

covering the disposal of records having no further value to the field or National Office, and on the 

transfer of inactive records to the Federal Records Centers. In addition, this handbook provides 

full authority to Division managers and supervisors to dispose of Administrative Records after the 

lapse of specified retention periods. In general, these records are common to all offices and are 

accumulated in connection with the administrative activities which facilitate the work of an office, 

but which are not directly connected with the program work of the Division.

For additional information or any questions contact the SCI Division records manager.

Cut-Off Period for Files

Disposal of most inactive records is greatly facilitated by cutting off the files every year. It is the 

Division policy to cut-off files at the end of each Fiscal Year, except T&A’s, which are cut-off at 

the end of the leave year. Bring forward to the new folders material on policy or other material 

which is still current.

Disposition of Records

The following actions are required to be taken regarding records no longer needed for current 

Government business:

• Transfer to Agency storage facilities or Federal Records Center;

• Transfer of permanent records to the National Archives; and

• Disposal of temporary records

The Records Management Handbook is found at the following internet address: 

https://www.archives.gov/records-mgmt/handbook, and helps Federal agencies comply with 

mandatory requirements for including recordkeeping functions within electronic information 

systems.
SCI Division Administration Series Records Retention and Disposition

Effective Date: July 2017 Page 2 of 2

The following forms disposition plans apply to SCI Division records retention:

• SCI Forms Disposition Plan;

• AMS Forms Disposition Plan;

• Standard Forms and Optional Forms Disposition Plan; and

• FOIA Forms Disposition Plan.

“SCI moving forward in the 21st Century using technology, innovation, and old fashioned hard work”

Non-Discrimination Policy: In accordance with Federal civil rights law and U.S. Department of 

Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and 

employees, and institutions participating in or administering USDA programs are prohibited from 

discriminating based on race, color, national origin, religion, sex, gender identity (including gender 

expression), sexual orientation, disability, age, marital status, family/parental status, income 

derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil 

rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all 

programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information 

(e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible 

Agency or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA 

through the Federal Relay Service at (800) 877-8339. Additionally, program information may be 

made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination 

Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and 

at any USDA office or write a letter addressed to USDA and provide in the letter all of the 

information requested in the form. To request a copy of the complaint form, call (866) 632-9992. 

Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, 

Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, 

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