United States Department of Agriculture

Marketing and Regulatory Programs

Animal and Plant Health Inspection Service

Grain Inspection, Packers and Stockyards Administration

Directive MRP 3040.2 8/12/98

MRP RECORDS MANAGEMENT PROGRAM

1. PURPOSE

This Directive updates policy and assigns responsibilities for administering the Records

Management Program within Marketing and Regulatory Programs which includes the

Animal and Plant Health Inspection Service (APHIS) and Grain Inspection, Packers and

Stockyards Administration (GIPSA).

2. REPLACEMENT HIGHLIGHTS

This Directive replaces APHIS Directive 3040.1, APHIS Records Management Program,

dated 7/18/97, and Federal Grain Inspection Service (FGIS) Directive 3040.2, FGIS

Records Management Program, dated 6/25/85. Changes are made due to a reorganization

within the divisions, the publication of changes to the APHIS Records Management

Handbook, the consolidation of FGIS with the Packers and Stockyards Administration,

and the publication of the upcoming new GIPSA Records Management Handbook.

3. AUTHORITIES/REFERENCES

The Federal Records Act which is codified at Chapters 21, 29, 31, and 33 of Title 44 of

the United States Code (U.S.C.) establishes that the Head of each Federal agency will

establish and maintain an active, continuing program for the economical and efficient

management of Agency records. It also requires the Head of each Federal agency to make

and preserve records containing adequate and proper documentation of the organization,

functions, policies, decisions, procedures, and essential transactions of the agency. The

Paperwork Reduction Act, codified at Chapter 35 of Title 44 of the U.S.C., makes records

management a part of a broader program of Federal information resources management. 

The National Archives and Records Administration (NARA) has broad authority under

Title 36 of the Code of Federal Regulations (CFR) to set standards for the management

of records, evaluate agency programs, preserve permanently valuable records and approve

the destruction of temporary records. The General Services Administration’s records

management regulations are part of its Federal Property Management Regulations and are

located in Part 201-3, the Federal Information Resources Management Regulations

(FIRMR).

Distribution: APHIS, GIPSA Originating Office: ABS-FIRM
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4. POLICY

a. Official records created or received by offices are the property of the Federal

Government. MRP policy requires all offices to maintain a uniform filing and

disposal system. The APHIS and GIPSA Records Management Handbooks

contain the mandatory policy and the official guidelines for establishing,

maintaining, using, retaining, and disposing of records.

b. The creation of additional Agency guidelines regarding records disposition, as well

as revisions to disposition schedules, must be approved by the Records Officer,

APHIS Business Services (ABS), Forms, Issuances, and Records Management

(FIRM) team.

5. RESPONSIBILITIES

a. The Manager, ABS, APHIS, through the Records Officer, is responsible for

implementing a Records Management Program to control records from creation to

disposition. Specifically, the Records Officer will:

(1) Formulate, direct, and coordinate the MRP Records Management Program.

(2) Develop uniform records systems (including file outlines and disposition

schedules) and policy guidelines.

(3) Conduct surveys of records management practices.

(4) Serve as liaison between APHIS, GIPSA, and the NARA/Federal Archives

and Federal Records Centers, for disposition, transfer, and recall of

records.

(5) Serve as Agency liaison with the Department and other Federal agencies on

matters relating to records management.

(6) Develop, conduct, and coordinate briefings and training programs with the

APHIS and GIPSA Training Officers for headquarters and field employees

involved in records management activities.

(7) Coordinate microform and electronic records alternatives to hard copy

files.

(8) Work with offices that may have unique circumstances dictating the need

for some alterations to disposition schedules.
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b. Programs and Divisions/Staffs will:

(1) Follow guidelines given in the APHIS or GIPSA Records Management

Handbook on matters pertaining to the creation, maintenance, use,

retention, and disposition of records.

(2) Assist the Records Officer in developing uniform records systems,

including program file outlines and disposal schedules for headquarters and

field offices.

(3) Furnish heads of offices within the Programs and Divisions/Staffs with

copies of this Directive and the APHIS or GIPSA Records Management

Handbook.

(4) Furnish a copy of this Directive and any subsequent changes or revisions to

employees who file and maintain records.

(5) Ensure the individuals in the Programs or Divisions/Staffs are aware of the

purpose and content of the APHIS or GIPSA Records Management

Handbook and that new employees are provided sufficient guidance in this

regard.

6 INQUIRIES

Copies of the APHIS and GIPSA Records Management Handbooks may be obtained

from:

USDA, APHIS, ABS

Printing, Distribution, and Mail Branch

Unit 1

4700 River Road

Riverdale, MD 20737

Telephone: 301-734-5524

Questions concerning this Directive or the APHIS or GIPSA Records Management Handbook

should be directed to the Records Officer, ABS, APHIS on 301-734-8420.

 /s/

Acting Deputy Administrator

 for Management and Budget