United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Program Notice FGIS-PN-03-06 September 4, 2003

Distribution: FGIS, OSP Originating Office: FMD PPMAB

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.

ISSUANCE RETENTION POLICY

Contents

ISSUANCE RETENTION POLICY �����������������������������������������������������������������������������������������1

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

2.EFFECTIVE DATE ����������������������������������������������������������������������������������������������������������������

3.BACKGROUND ��������������������������������������������������������������������������������������������������������������������

4.POLICY ���������������������������������������������������������������������������������������������������������������������������������

5.QUESTIONS �������������������������������������������������������������������������������������������������������������������������
FGIS Notice PN-03-06 September 4, 2003

Page 2

1. PURPOSE

This notice announces a new policy regarding the retention of Agricultural Marketing 

Service (AMS), Federal Grain Inspection Service (FGIS) program notices, directives, 

and handbooks by FGIS field offices and official agencies.

2. EFFECTIVE DATE

This action is effective upon receipt.

3. BACKGROUND 

FGIS field offices and official agencies are required to maintain a complete and uptodate set of FGIS program notice, directives, and handbooks. Since 1998, field offices

and official agencies have been allowed to download new or revised FGIS issuances 

from the FGIS website (www.ams.usda.gov) and maintain these issuances 

electronicfiles, instead of hard copies. These electronic files were required to be stored 

on either computer hard drives, floppy disks, or some other suitable computer storage 

medium that allowed for easy retrieval by the user

On July 1, 2003, AMS suspended printing and distributing of FGIS program notices,

directives, and handbooks. Now, AMS posts all new or most currently-active FGIS

program notices, directives, and handbooks on the AMS website so that persons with 

Internet access may view or download these issuances at their convenience. The

issuances are posted in the PDF format, which allows them to be printed directly from 

the webpage

AMS notifies FGIS field offices, official agencies, and other interested parties by email

when a new program notice, directive, or handbook has been posted to the AMS

website. The e-mail gives a brief summary of the new issuance and provides directions 

for viewing, printing, or downloading the issuance from the AMS website. Information

about all new FGIS issuances are also provided in the current issues of the AMS News, 

a monthly newsletter that is sent to AMS offices, official agencies, and interested groups 

and individuals

4. POLICY

FGIS and official agency service points 1/ that have Internet access are not required to

maintain printed or electronic copies of FGIS issuance (e.g. program notices, directiv

and handbooks) when those issuances are posted on the AMS website. Printed copies

are required for all issuances which are not posted on the AMS website.
FGIS Notice PN-03-06 September 4, 2003

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FGIS and official agency service points1 that do not have Internet access must maintain 

printed or electronic copies of FGIS issuances that are specific to the nature of the 

duties performed at those locations

5. QUESTIONS

Direct questions to the Safety and Issuance Management Branch at (202) 720-0244.

____________________

1

 Includes FGIS field offices, FGIS sub-offices, official agency headquarters or main offices, seasonal duty 

points, auxiliary specified service points, and applicant specific specified service points.