United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 1 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

1. Purpose:

To standardize administrative procedures for sampling and testing activities of the US

Department of Agriculture (USDA) Microbiological Data Program (MDP) and the Pesticide

Data Program (PDP).

2. Scope:

This standard operating procedure (SOP) shall be followed by the USDA Monitoring Programs

Division (MP) and all facilities involved in the collection of samples and performance of

analytical determinations for MDP and PDP, including support laboratories conducting nonroutine activities that may impact the program.

3. Outline of Procedure:

5. Facilities

5.1 Facilities for Handling Test, Control, and Reference Substances

5.2 Specimen and Data Storage Facilities

5.3 Inspection of Facilities

5.4 Data and Records Retention Periods

5.5 Records Archival Procedure

6. Personnel and Organization

6.1 Personnel Requirements

6.2 USDA/AMS Responsibilities

6.3 MDP/PDP Program Administrative Director

6.4 MDP/PDP Technical Director

6.5 Responsibilities of Participants

6.6 State/Facility Administrative Manager

6.7 State/Facility Sampling Manager

6.8 State/Facility Technical Program Manager (TPM)

6.9 State/Facility Quality Assurance Unit (QAU)

7. Laboratory Purchase, Inventory, and Salvage Procedures

7.1 Equipment Design
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 2 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

7.2 Purchases

7.3 Equipment Inventory

7.4 Permission to Salvage, Dispose of Equipment, or Trade In

8. MP Quality Assurance Program

8.1 Overview

8.2 Files and Records

8.3 SOPs and Deviations from SOPs

8.4 Method Validation

8.5 Proficiency Testing (PT) Program

8.6 Technical Advisory Group (TAG)

8.7 Records Archival

9. Standard Operating Procedures

9.1 Description of an SOP

9.2 Components of an SOP

9.3 USDA/AMS SOPs

9.4 State/Facility Internal SOPs

9.5 SOP Deviations

Attachment 1. MP Designated Federal Records Centers

Attachment 2. Standard Form SF-135 Template

Attachment 3. Example SF-135 for Routine Data Packages

Attachment 4. Example SF-135 for Method Validation Data Packages

Attachment 5. Example SF-135 for Supporting Documentation

Attachment 6. Example SF-135 for Sampling Documentation

Attachment 7. Instructions for Assembly and Packaging of Record Boxes

Attachment 8. Form GSA-49, Requisition/Procurement Request for Equipment

Supplies or Services

Attachment 9. Equipment Inventory

Attachment 10. Form AD-112, Report of Unserviceable, Lost, Stolen, Damaged or

Destroyed Property

Attachment 11. Form AD-107, Report of Transfer or Other Disposition or Construction

of Property
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 3 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

4. References:

 U.S. Environmental Protection Agency (EPA), Inspection of a Testing Facility, 40 CFR part

160.15

 U.S. EPA, Personnel, 40 CFR part 160.29

 U.S. EPA, Testing Facility Management, 40 CFR part 160.31

 U.S. EPA, Study Director, 40 CFR part 160.33

 U.S. EPA, Quality Assurance Unit, 40 CFR part 160.35

 U.S. EPA, Facilities for Handling Test, Control, and Reference Substances, 40 CFR part

160.47

 U.S. EPA, Laboratory Operation Areas, U.S. EPA, 40 CFR part 160.49

 U.S. EPA, Specimen and Data Storage Facilities, 40 CFR part 160.51

 U.S. EPA, Equipment Design, 40 CFR, part 160.61

 U.S. EPA, Standard Operating Procedures, 40 CFR part 160.81

 USDA, Uniform Administrative Requirements for Grants and Cooperative Agreements to

State and Local Governments, 7 CFR, part 3016

 USDA, Equipment Management Requirements, 7 CFR, part 3015.169

 U.S. EPA, Determining Compliance of Audited Studies with GLP Standards Requirements,

SOP GLP-02

 U.S. EPA, Preparation of Standard Operation Procedures, SOP GLP-S-01

 Garfield, F.M., Klesta, E., Hirsch, J., Quality Assurance Principles for Analytical

Laboratories, pg. 9, 1991

 Taylor, J.K., Quality Assurance of Chemical Measurements, pp. 85, 90, 113, 114, 173, 210,

223, 236, 261, and 262, 1989

 US Department of Health and Human Services, Center for Disease Control and Prevention

(CDC), and National Institute of Health (NIH), Biosafety in Microbiological and Biomedical

Laboratories, 5th ed., US GPO, 2007

 U.S. EPA, Good Laboratory Practices for Commodity Laboratory Analyses, 7 CFR

Subchapter E, Subpart C, Section 90.3.

 U.S. EPA, Storage and retrieval of records and data, 40 CFR 160.190

 U.S. National Archives and Records Administration (NARA, Unscheduled Records FAQS,

http://www.archives.gov/frc/unscheduled-records-faqs.html

 U.S. National Archives and Records Administration (NARA, Records Transmittal and

Receipt, SF-135, instructions, http://www.archives.gov/frc/forms/sf-135-intro.html
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 4 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

 AOAC International, Guidelines for Laboratories performing Microbiological and Chemical

Analyses of Food and Pharmaceuticals, An Aid to Interpretation of ISO/IEC 17025:2005

(Rev March 2010), Section: General requirements for the competence of testing and

calibration laboratories.

5. Facilities

5.1 Facilitiesfor Handling Test, Control, and Reference Substances

Adequate space shall be provided for conducting sampling and analytical laboratory work

performed for MDP and PDP. Space shall be as needed to prevent contamination or mix-ups of

samples, reference materials, and other work in place in the facility.

5.2 Specimen and Data Storage Facilities

5.2.1 Adequate space shall be provided for the storage and retrieval of all samples (and

for MDP isolates), for raw data including archived data and for the analysis of samples to

ensure integrity and prevent the possibility of contamination and cross-contamination.

Access to this space shall be limited to authorized personnel.

5.2.2 Each participating laboratory shall maintain a site-specific record system to suit

its particular circumstances, which assures orderly storage and expedient retrieval of data

and other records.

5.2.3 Physical and environmental conditions of storage shall minimize deterioration of

the documents in accordance with the requirements for the time period of their retention

and the nature of the documents.

5.2.4 Where computers or automated equipment are used for the storage or retrieval of

data, the laboratory shall ensure that:

 Computer software is documented, adequate for use and is run periodically to verify

correct operation. Computer and automated equipment is maintained to ensure proper

functioning and provided with the environmental and operating conditions necessary

to maintain data integrity;
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 5 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

 Appropriate procedures are established and implemented for protecting the integrity

of data (such procedures shall include but not be limited to integrity of data entry or

capture and data storage) and for the maintenance of security of data including the

prevention of unauthorized access or amendment of electronic records.

5.3 Inspection of Facilities

5.3.1 A sampling or laboratory facility shall permit an authorized employee or duly

designated representative of USDA/Agricultural Marketing Services (AMS), at

reasonable times and in a reasonable manner, to inspect the facility and to inspect (and in

the areas of records to copy) all records and samples required to be maintained regarding

MDP/PDP operations.

5.3.2 MP shall communicate any serious deficiencies identified during the facility

inspection in a memo format within 10 days. Additionally, MP shall provide a draft,

written report for the sampling or laboratory facility’s comments. A final report

incorporating any comments received shall be issued within 60 days of the last day of the

review.

5.3.3 When the review results in adverse findings, the sampling or laboratory facility

shall provide a written response to the MP report, outlining plans to correct any adverse

findings within 60 days of receipt of the report.

5.4 Data and Records Retention Periods

5.4.1 Monitoring Programs Division (10 years)

General information relating to USDA/AMS PDP and MDP correspondence, Standard

Operating Procedures (SOPs), protocols, semi-annual program plans, annual and/or semiannual Federal/State meeting minutes and/or presentations, sampling plans, sampling site

information, semi-annual State Meeting minutes, interim and final reports, data

interpretations, and other significant program-unique information.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 6 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

5.4.2 States and Laboratories

5.4.2.1 25 years

 PDP/MDP sample data packages

 PDP method validation data packages

 PDP proficiency testing data packages

5.4.2.2 5 years

Supporting data generated by PDP Federal/State laboratories including, but not

limited to, historical internal SOPs and work instruction documents, logbooks

(e.g. standard preparation, instrument, freezer, temperature, etc.), chromatograms

generated during standards checking, sample worksheets (e.g., homogenization,

extraction, etc.) not specific to individual sample sets, correspondences and other

documents relating to interpretation and evaluation of data, corrective actions,

deviation letters, method development studies other than official PDP method

validation packages, control charts, etc.

5.4.2.3 2 years

Supporting data and records for MDP/PDP sampling and MDP laboratory

operations including, but not limited to:

 MDP/PDP Sampling - historical internal SOPs, sampling plans, site

information, commodity payment records, surplus commodity disposition

records, raw Sample Information Form data sheets, etc.

 MDP Laboratory - historical internal SOPs and work instructions,

correspondences and other documents relating to data interpretation and

evaluation of data, corrective actions, deviation letters, method tryouts data,

proficiency testing data and reports, sample worksheets, temperature logs, etc.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 7 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

5.4.3 Data Transfer

5.4.3.1 The minimum on-site retention for items in 5.4.2 above is 2 years after

which they may be transferred to a designated federal records center (FRC) per

section 5.5 below or, if longer retention is not stipulated, destroyed according to

applicable internal records destruction procedures.

5.4.3.2 MP shall be contacted if a laboratory wishes to transfer records within a

timeframe shorter than 2 years.

5.5 Records Archival Procedure

5.5.1 Data Archival at the Participating Laboratory

5.5.1.1 An individual(s) shall be identified as the archivist for the laboratory.

5.5.1.2 Access to archived records shall be monitored and controlled. Use of

manual or electronic logs is recommended.

5.5.1.3 Physical and environmental conditions of storage shall minimize

deterioration of the documents in accordance with the requirements for the time

period of retention and the nature of the documents. Locked file cabinets,

temperature-controlled and/or secured records storage facilities, etc. are

acceptable.

5.5.1.4 Each data package retained shall be filed by calendar year and month.

5.5.2 Transferring Records to the Federal Records Centers

5.5.2.1 Dispose of all extra copies of records, non-record material (e.g., buckslips,

post-it notes, etc.), and metal items (e.g., paperclips, binder clips, etc.) in

accordance with individual laboratory security policies. The use of accordion
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 8 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

folders is suggested. Binders with non-metal parts (e.g., plastic combs/spirals, 3-

ring “Tuffy” mechanisms, etc.) are also acceptable.

5.5.2.2 Sample data packages representing a single calendar year must be

transferred separately from other calendar years (i.e., utilizing a different transfer

number). Within each calendar year, the data packages shall be filed by month

and commodity. Supporting documentation must be archived separately by time

span and subject (e.g., 2007-2009 Temperature Logs, 2006-2009 Administrative

Documents, etc.) at the discretion of the laboratory.

5.5.2.3 PDP method validation sets and proficiency testing sample sets may be

transferred concurrently with sample data packets from the same calendar year or

they may be transferred separately at a later date.

5.5.2.4 All transfers must be requested electronically using the SF-135 fillable

form (Attachment 2, Standard Form SF-135, Fillable Template) through MP’s

NARA liaison.

5.5.2.5 Examples of the required information on the SF-135 form for various

records are provided. Records Transmittal and Receipt (refer to Attachment 2 for

form template, Attachment 3 as an example for routine data, Attachment 4 as an

example for method validation data, Attachment 5 as an example for supporting

documentation and Attachment 6 as an example for sampling documentation).

Note: An Adobe Acrobat fillable form SF-135 is available on the internet at

Federal Records Centers — Records Retrieval Services, Records Transmittal and

Receipt, SF-135 (http://www.archives.gov/frc/forms/sf-135-intro.html).

5.5.2.6 Use only FRC boxes when transferring records. Boxes may be obtained

by contacting USDA/AMS MP. Refer to Attachment 7 for illustrated box

assembly and packing instructions.

5.5.2.7 When packing records, do not force files into the boxes. Leave

approximately one inch of space in each box to permit easy withdrawal of folders.

Pack folders upright, with letter size folders facing the front of the container. Do

not place folders one on top of another.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 9 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

5.5.2.8 Number the cartons sequentially (e.g., 1/10, 2/10, 3/10, etc.) with

permanent black marker in the upper right front corner. The box numbers shall

correspond to the completed SF-135.

5.5.2.9 MP will submit the SF-135 to the FRC for approval and assignment of the

transfer number. Once the transfer number is received by MP, a hard copy of the

SF-135 will be generated and sent back to the transferring laboratory. Upon

receipt of the approved SF-135, the transfer number shall be placed in the upper

left front of the carton. All transfers must be forwarded to the FRC within 90

days of the assignment of a transfer number. If the FRC does not receive the

records during the allotted time period, the transfer number becomes null and

void. Include the date of disposal on the approved SF-135 on the outside of each

box.

5.5.2.10 Place the approved SF-135 and box listing inside the first box of the

transfer.

5.5.2.11 Close all boxes and seal with filament tape. Ensure that the filament

tape does not cover the transfer number or the carton number.

5.5.2.12 Ship all boxes to the appropriate designated FRC using the most

economical and secure carrier (e.g., Certified US Mail 3rd Class or equivalent).

All expenses incurred in transferring records must be charged to the laboratory’s

MDP/PDP allocated funds. The records will be retained by the FRC and will be

available for retrieval during the specified storage time through the MP NARA

liaison.

6. Personnel and Organization

6.1 Personnel Requirements

Employee Qualifications

Each individual responsible for the supervision of or engaged in the conduct of the sample

collection process or laboratory analyses for MDP/PDP shall have the education, training, and

experience, or combination thereof, to enable that individual to perform the assigned functions.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 10 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

Note: the term "each individual" includes temporary and part-time workers as well as aides and

others who participate in MDP/PDP-related activities.

6.1.2 Employee Records shall be kept current and shall include:

 Information to support that the individual meets at least the minimum standards for

the position which they hold.

 Information pertaining to training, competency, and authorization to perform

activities. The records for laboratory personnel shall reflect whether an analyst’s

proficiency is individual or as part of a team.

 Publications and articles authored as well as participation in professional societies

should be included in the records.

Note: Each participating State/facility stipulates the specific information required (e.g.,

resumes, CV, employment applications, job descriptions, etc.).

6.1.3 Technical Personnel Performance Evaluation

Each laboratory shall document the procedures for individual performance evaluation in

an internal SOP. Suggestions for performance evaluation include:

6.1.3.1 MDP

 Proficiency test (PT) results

 Performance on non-MDP proficiency test exercises using similar methods

and/or techniques

6.1.3.2 PDP

 Proficiency test (PT) results

 Control charting of process controls and fortification spikes. Acceptance

criteria for recoveries and coefficient of variation are outlined in PDP-QC.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 11 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

 Internal blind check samples prepared by the QAU and fortified with PDP

pesticides varying between 1xLOQ and 10xLOQ. Acceptance criteria for

recoveries and coefficient of variation are outlined in PDP-QC.

6.2 USDA/AMS Responsibilities

6.2.1 USDA/AMS has named the MP Director as the MDP/PDP Program

Administrative Director in charge of Financial and Administrative Affairs. See the

appropriate section of this SOP.

6.2.2 The MP Deputy Director has been designated as the MDP/PDP Technical

Director. Technical program reports shall be made to the Technical Director at

USDA/AMS, S&T, MP, 8609 Sudley Road, Suite 206, Manassas, VA 20110, (telephone

(703) 330-2300 or FAX (703) 369-0678) (see the appropriate section of this SOP).

6.2.3 USDA/AMS management shall:

 Replace the Program Administrative Director or the Technical Director promptly if it

becomes necessary to do so during the conduct of the MDP/PDP studies.

 Ensure that personnel, resources, facilities, equipment, materials, and methodologies

are available as scheduled.

 Ensure that personnel clearly understand the functions they are to perform.

 Ensure any MDP/PDP-related records (e.g., sampling, laboratory, equipment,

financial, etc.) are available for inspection by authorized employees or duly

designated representatives of USDA/AMS.

6.3 MDP/PDP Program Administrative Director

USDA/AMS shall identify a scientist or other professional of appropriate education, training, and

experience, or combination thereof, as the Program Administrative Director for MDP/PDP. The

Program Administrative Director has the overall administrative responsibility for program

expansion, budgeting, cooperative agreements, memoranda of understanding, and major

disbursement of funds. The Program Administrative Director shall:
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 12 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.3.1 Appoint and supervise a qualified individual to be responsible for and fulfill the

duties of Technical Director.

6.3.2 Inform the Deputy Administrator for USDA/AMS, Science and Technology, on

financial and administrative affairs, as necessary.

6.3.3 Prepare and submit annual budgets for the administration of MDP/PDP at the

national level.

6.3.4 Negotiate work contracts in cooperation with the States and/or other Federal

agencies, after consultation with the Technical Director on the Statement of Work.

6.3.5 Monitor through appropriate documentation the States’ and/or Federal facilities’

use of Federal funds.

6.3.6 Serve as liaison to CDC, EPA, U.S. Food and Drug Administration (FDA), and

other USDA agencies participating in MDP/PDP.

6.4 MDP/PDPTechnical Director

USDA/AMS shall identify a scientist of appropriate education, training, and experience, or

combination thereof, as the Technical Director for MDP/PDP. The Technical Director shall:

6.4.1 Serve as the major point of program control with responsibility for the sampling

and technical conduct of the MDP/PDP studies.

6.4.2 Be responsible for overall monitoring of quality assurance of sampling, technical,

and database operations to assure management that the facilities, equipment, personnel,

methods, practices, records, and controls are in conformance with USDA/AMS program

plans and SOPs.

6.4.3 Ensure that data are reported in an annual program summary. This includes the

interpretation, analysis, documentation, and reporting of results.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 13 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.4.4 Inform the Deputy Administrator for USDA/AMS, Science and Technology, and

the Program Administrative Director on MDP/PDP sampling, laboratory, and database

issues, as necessary.

6.4.5 Serve as an additional liaison to CDC, EPA, FDA, and other USDA agencies

participating in MDP/PDP.

6.4.6 Consult with the Administrative Director on the Statement of Work during

contract negotiations.

6.4.7 Ensure that:

6.4.7.1 The program plans and MDP/PDP SOPs, including any changes, are

approved and followed.

6.4.7.2 All sampling information and experimental data are accurately recorded

and verified.

6.4.7.3 Unforeseen circumstances that may affect the quality and integrity of

MDP/PDP samples and/or studies are documented as they occur, and corrective

actions are taken and documented, as necessary.

6.4.7.4 MDP/PDP sampling procedures and test systems are as specified in the

program plans and SOPs. This shall be accomplished through conference calls,

reviews, and frequent communications with participants.

6.4.7.5 Reviews of participant sampling and laboratory facilities are performed at

intervals adequate to ensure the integrity of MDP/PDP samples and analytical

results and written records of each review are maintained. The frequency of

reviews for a particular participant shall be based on two factors:

 Time elapsed since the last review, and/or

 Designated need due to problems associated with the collection or analysis of

samples performed by that participant. Participant Administrative Managers
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 14 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

shall be notified and final arrangements shall be made at least two weeks in

advance of the review, if at all possible.

For sampling reviews, the review report is distributed to:

 the participant’s Administrative Manager, supervisor of the Sampling

Manager, and Sampling Manager;

 the USDA/AMS Administrative Director and Technical Director; and

 AMS Compliance and Analysis Programs.

For laboratory reviews, the review report is distributed to:

 the participant’s Administrative Manager, TPM, and QAO;

 the USDA/AMS Administrative Director and Technical Director; and

 AMS Compliance and Analysis Programs.

6.4.7.6 All raw data and supporting laboratory records are stored, retained, and

transferred to the archives during or at the close of MDP/PDP.

6.5 Responsibilities of Participants

6.5.1 Each participant laboratory shall designate an Administrative Manager. Each

sample collection participant shall designate a Sampling Manager. Each laboratory

participant shall designate a TPM and a QAO. See the appropriate sections of this SOP.

6.5.2 The participant management shall:

6.5.2.1 Replace the Administrative Manager, Sampling Manager, QAO, or the

TPM promptly if it becomes necessary to do so during the conduct of the

MDP/PDP testing.

6.5.2.2 Ensure that there is a Quality Assurance Unit (QAU) as described in this

SOP.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 15 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.5.2.3 Ensure that personnel, resources, facilities, equipment, materials, and

methodologies are available as scheduled.

6.5.2.4 Ensure that personnel clearly understand the functions they are to perform.

6.5.2.5 Ensure that laboratory activities are conducted in compliance with

applicable Federal, State, and local safety and waste disposal codes/requirements.

Laboratories shall also comply with applicable Chemical Hygiene Plan (CHP),

biosafety manual, Injury and Illness Prevention Programs, Employee Right-ToKnow Programs, etc., and have Material Safety Data Sheets (MSDS) available to

all applicable personnel.

6.5.2.6 Ensure that any unauthorized deviations from the MDP/PDP SOPs,

program policies, and approved analytical methodologies as reported by the QAU

are communicated to the USDA/AMS Technical Director and that corrective

actions are taken and documented.

6.5.2.7 Ensure an accurate and timely inventory of supplies and equipment

purchased or utilized for MDP/PDP is maintained.

6.5.2.8 Ensure any MDP/PDP-related records (e.g., sampling, laboratory,

equipment, financial, personnel, etc.) are available for inspection per section 5.3

by authorized employees or duly designated representatives of USDA/AMS.

6.5.2.9 Provide the name and position for all administrative, sampling, and

technical personnel associated with MDP/PDP-related activities annually, at the

beginning of the Federal fiscal year (October 1). An update shall be submitted to

MP within 30 days of any staff changes that may affect sample collection and/or

data delivery.

6.6 State/Facility Administrative Manager

Each participating laboratory shall identify a scientist or other professional of appropriate

education, training, and experience, or combination thereof, as the Administrative Manager for

MDP/PDP. The Administrative Manager has overall administrative responsibility for their
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 16 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

organization’s participation in MDP/PDP. This would include but not be limited to MDP/PDP

activities such as: sampling operations, laboratory management, budgeting, contracting,

purchasing, inventory maintenance, and receipt of QA reports and associated corrective actions.

The State/facility Administrative Manager shall:

6.6.1 Prepare and maintain annual budgets for MDP/PDP contract administration. For

States/Facilities where budget functions are managed by person(s) other than the assigned

Administrative Manager, a description of how laboratory costs are calculated (number of

FTEs including salary and benefits, supplies, rent, utilities, etc.) shall be provided to the

MDP/PDP Program Administrative Manager when requesting funding to cover program

operations.

6.6.2 In cooperation with USDA/AMS prepare and negotiate work contracts for

MDP/PDP.

6.6.3 Maintain appropriate accounting records to document the State/facility use of

federal contract funding.

6.6.4 Maintain appropriate performance records to document State/facility performance

and productivity on MDP/PDP studies (e.g., records of samples analyzed).

6.7 State/Facility Sampling Manager

Each sample collection participant shall identify a professional of appropriate education,

training, and experience, or combination thereof, as the Sampling Manager for MDP/PDP. The

Sampling Manager is responsible for the conduct of the participant’s sampling procedures. The

Sampling Manager shall ensure that:

6.7.1 The MDP/PDP program plan and USDA/AMS Sampling SOPs, including any

changes, are followed. Any problems regarding compliance with the program plan or

Sampling SOPs shall be communicated immediately to the USDA/AMS Technical

Director or designee.

6.7.2 The participant sampling plan and internal sampling SOPs, including any

changes, are followed. Participant internal sampling SOPs document specific procedures
United States Department of Agriculture

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SOP NO.: MP-ADMIN Page 17 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

utilized by the facility in collecting and shipping MDP/PDP samples. These SOPs are

intended to augment the USDA/AMS SOPs, by providing state-specific instructions.

6.7.3 All required sampling information is accurately recorded and verified, including

unforeseen circumstances that may affect the quality and integrity of MDP/PDP samples

and when corrective actions were taken and documented, as necessary.

6.7.4 Internal reviews of the procedures utilized by the sample collectors are performed

at intervals adequate to ensure the integrity of MDP/PDP samples. The timeframe for

performing internal reviews shall vary among participants based on the number of

collectors to be reviewed. Each collector should be reviewed once before repeating the

process. An exception would be if a number of problems are determined to be the result

of a particular collector’s negligence or failure to comply with the program SOPs.

6.7.5 Records of each review are maintained. Each review report shall show:

 The date of the review,

 The name(s) and title(s) of the person(s) performing the review

 Observations, findings and problems, recommendations and suggested corrective

actions.

6.7.6 Group/individual training sessions are held periodically for the sample collectors.

This is especially important if there are major program changes, or a number of sampling

problems have been reported by either the USDA/AMS Technical Director or the

applicable analytical laboratory(ies).

6.7.7 Any other documents required in the MDP/PDP Sampling SOPs shall be kept

on file and updated as necessary (e.g., master site lists, FTE information, volume

weighting information for collection sites, donation receipts, etc.).

6.7.8 All MDP/PDP supporting records for sampling activities are stored, retained,

and transferred to the archives as specified in Sections 5.4 and 5.5.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.8 State/Facility Technical Program Manager (TPM)

Each participating laboratory shall identify a scientist or other professional of appropriate

education, training, and experience, or combination thereof, as the Technical Program Manager

for MDP/PDP. The TPM has overall responsibility for the technical conduct of the MDP/PDP

testing contracted to the laboratory, as well as for the interpretation, analysis, documentation, and

reporting of results. The TPM shall ensure that:

6.8.1 The MDP/PDP plan and all USDA/AMS SOPs, including any changes, are

followed. Any problems regarding compliance with the program plan or SOPs shall be

communicated immediately to the USDA/AMS Technical Director or designee.

6.8.2 The laboratory plan, internal SOPs, and analytical methodologies, including any

approved changes and/or deviations, are followed.

6.8.3 All experimental data are accurately recorded and verified, including unforeseen

circumstances that may affect the quality and integrity of the MDP/PDP testing, and

corrective actions, if any, are documented.

6.8.4 All MDP/PDP test systems are as specified in the plan, SOPs, or analytical

methods, including any approved changes and/or deviations.

6.8.5 When requested, project status reports (e.g., progress on validation studies) are

prepared.

6.8.6 All required data is accurately transmitted electronically to USDA/AMS via

remote data entry (RDE).

6.8.7 All MDP/PDP raw data and supporting laboratory records are stored, retained,

and transferred to the archives as specified in Sections 5.4 and 5.5.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.9 State/Facility Quality Assurance Unit (QAU)

Each MDP/PDP participating laboratory shall have a QAU consisting of one or more personnel

of suitable qualifications. For those participants where there are two or more field facilities under

a common administration there only needs to be a single QAU. Each MDP/PDP participating

laboratory shall appoint an individual within the QAU to serve as the Quality Assurance Officer

(QAO).

6.9.1 QAU Independence

The QAU shall be entirely separate from and independent of the personnel engaged in the

technical direction and/or conduct of sample analyses. The QAU shall report to nontechnically involved laboratory management such as the laboratory director or the

Administrative Manager. The TPM is considered to be involved in the technical direction

and conduct of the residue studies and therefore may not direct the QAU.

6.9.2 Data Review and Transmission

The QAU shall review all data packages as one of the final steps prior to submission to

USDA/AMS. The QAU review shall be documented. See MDP/PDP DATA SOPs for

guidelines. After the QAU review of a data package, data may not be changed by any

laboratory personnel unless as a response to comments/concerns/recommendations by the

QAU.

6.9.3 Internal Audits

The QAU shall perform audits of the laboratory operations at intervals adequate to ensure

the integrity of MDP/PDP sample analyses and to evaluate the compliance of laboratory

facilities, equipment, personnel, methods, practices, records, and controls are in

conformance with the plans and SOPs issued by USDA/AMS and by the laboratory. Each

segment or phase of MDP/PDP laboratory operations shall be audited at least every two

years. Audit records shall include the dates the audits were performed, the audit findings,

and reference to any corrective actions initiated.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

6.9.4 Proficiency Testing (PT)

The QAU shall notify MP (MDP/PDP Technical Director and assigned liaison

microbiologist or chemist) of any corrective actions initiated in response to a PT result.

6.9.5 Reports

The QAU shall prepare and submit to MP semi-annual updates based on calendar year

(i.e., January through June and July through December) summarizing QA issues. Updates

shall be submitted within 30 days after the completion of the reporting period and should

include the status of the following:

 Progress on Method Validations

 Corrective Action Summary

 Laboratory SOPs, New and Revised, titles and status specified

 Internal Audit Summary, including dates, areas audited, corrective actions, and

unresolved issues

 Internal PT Sample Results, where applicable

 PT Sample Summary

 Changes to Methodology

 Miscellaneous QA Issues

 PDP only: status of two times the Limit of Quantitation (2x LOQ) quarterly spike

results for all reported compounds (refer to PDP-QC).

7. Purchase, Inventory, and Salvage Procedures

7.1 Equipment Design

Equipment used in the generation, measurement, or assessment of data for MDP/PDP and

equipment used for facility environmental control shall be of appropriate design and adequate

capacity to function according to MDP/PDP protocols and SOPs. Equipment shall be suitably

located for operation, inspection, cleaning, and maintenance.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

7.2 Purchases

7.2.1 Purchases made using USDA funds, including split-funded purchases, must have a

written authorization for program need and justification statement approved by the MP

Director prior to purchasing. The written justification will accompany the GSA 49,

Requisition/Procurement Request for Equipment Supplies or Services (see Attachment

8). Examples of purchases include equipment, equipment maintenance/service

agreements, repairs, renovations, vehicles, employee development/training,

conferences/meetings/seminars, accreditation fees/charges, consultants, etc.

7.2.2 Exception to the requirement for prior written authorization is allowed for supplies,

consumables, minor equipment, etc., all directly required to perform SOP activities (i.e.

sample collection, analysis, data processing, etc.) within the following dollar amounts:

 MDP funds below $2,500 per item or $5,000 for multiples of the same item in one

purchase, OR

 PDP funds below $5,000 per item or $10,000 for multiples of the same item in one

purchase.

7.3 Equipment Inventory

7.3.1 The laboratory shall maintain property records for any piece of equipment

purchased with MDP funds costing more than $2,500 or PDP funds costing more than

$5,000, or when using matching funds for the joint purchase of equipment.

7.3.2 Equipment Installation Notification and Inventory Update

7.3.2.1 Upon full installation of equipment purchased with MDP funds costing

more than $2,500 or PDP funds costing more than $5,000, the laboratory

will send an immediate email to MP stating the equipment is installed and

fully operational. This allows MP to process payments and reconcile

reimbursement requests.

7.3.2.2 Within 30 days of installation, the laboratory will add the equipment to the

MDP/PDP Equipment Inventory Database, located on the MP Extranet

(see requirements in Attachment 9).
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

7.3.3 A physical inventory of property shall be taken and the results reconciled with the

MDP/PDP Equipment Inventory database at least once per year. After reconciling the

individual State spreadsheet in the MP database, include the date and name of the person

that performed the reconciliation at the top of the spreadsheet.

7.4 Permission to Salvage, Dispose of Equipment, or Trade In

7.4.1 If the equipment was purchased by MP or using MDP/PDP Cooperative

Agreement funds:

7.4.1.1 and is no longer in working condition or is technically outdated, the

laboratory must complete form AD-112, Report of Unserviceable, Lost, Stolen,

Damaged or Destroyed Property (see Attachment 10), by dating and completing

Sections 1-4, and submitted to the MP Administrative Director requesting

permission to salvage, or dispose of the equipment. If approved, MP will return

the signed AD-112 authorizing disposal. The laboratory shall use their internal

equipment salvage/disposal procedures to dispose of the property.

7.4.1.2 and is in working condition, but no longer being used, the laboratory will

notify MP, which will offer it to other potential government programs or Federal

facilities. If no government agency accepts the equipment, the MP Administrative

Director will authorize the donation of the property and the laboratory must

complete Form AD-107, Report of Transfer or Other Disposition or Construction

of Property (see Attachment 11), by dating and completing Sections 1, 3-5 (if

applicable), 4.a (with the laboratory name as the organizational unit) and 6 and

submit it to the Administrative Director. Expenses related to the Transfer of said

property will be incurred by the recipient.

7.4.1.3 and is being Traded In, the laboratory must complete Form AD-107,

Report of Transfer or Other Disposition or Construction of Property, and submit it

to the Administrative Director (see Attachment 11).

7.4.2 The laboratory must inform MP, in writing, of any changes regarding the

disposition of equipment and the inventory list must be updated within 30 days.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

8. MP Quality Assurance Program

8.1 Overview

8.1.1 The Program Administrative Director and Technical Director shall ensure that a

quality assurance (QA) program is in place to monitor overall QA for sampling,

technical, and database functions. The Technical Director shall have overall

responsibility for assuring management that facilities, equipment, personnel, methods,

practices, records, and controls of the program are in conformance with the plans and

SOPs issued by MP.

8.1.2 The Program Administrative Director and Technical Director shall appoint an

individual to serve as the MP Quality Assurance Officer (QAO). The QAO shall be

responsible for selected SOPs as detailed below and shall serve as the focal point for

selected documents, reports, and correspondence pertaining to program quality control

(QC) and/or QA issues.

8.1.3 Additional, specific QA functions shall be assigned by the Program

Administrative Director and Technical Director to appropriate sampling, technical, and

database staff.

8.1.4 Appropriate MDP/PDP records shall be maintained by assigned staff. Documents

shall be maintained in a secure manner with reasonable environmental protection from

deterioration for the life of the program. Electronic and hardcopy records shall be

centrally maintained (i.e., on the shared drive and/or in the QA Records Room) according

to established MP procedures. Maintenance shall be in an organized and systematic

manner which allows accessibility by authorized staff.

8.2 Files and Records

8.2.1 The Technical Director shall ensure that copies of the following documents are

maintained in the centralized files:
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

 MDP/PDP Semi-Annual Program Plans that specify the commodities and

organisms/chemicals to be tested, as well as quarterly shipping charts that provide a

schedule of samples to be collected and/or tested by each participant.

 A current MP Master Schedule of administrative, sampling, and laboratory reviews

and report submissions. The Master Schedule shall include the dates reviews were

made and the dates findings were reported to appropriate individuals. The Master

Schedule shall be posted to the Extranet.

8.2.2 The following documents shall be maintained in the centralized files by the

assigned sampling and/or laboratory liaison(s):

 Administrative, sampling, and laboratory review reports.

 Authorizations for deviations from MP SOPs.

 Semi-annual laboratory QA reports.

8.3 SOPs

8.3.1 The MP Sampling Manager is responsible for maintaining all program sampling

SOPs. This includes: scheduling issuance of SOPs, developing/revising SOPs in

consultation with the Technical Director, distributing SOPs, updating the program

Extranet/website with active SOPs, and maintaining all current and historical program

SOPs (electronic and hardcopy files) related to sampling according to established MP

procedures.

8.3.2 The MP QAO is responsible for maintaining all program administrative and

laboratory SOPs. This includes: scheduling issuance of SOPs, developing/revising SOPs

in consultation with the Technical Director, distributing SOPs, updating the program

Extranet/website with active SOPs, and maintaining all current and historical program

SOPs (electronic and hardcopy files) related to administrative and testing activities

according to established MP procedures.

8.3.3 The Technical Director is responsible for ensuring that internal MP SOPs are

prepared/revised. The QAO is responsible for: distributing SOPs, updating the program

Extranet/website with active SOPs, and maintaining all current and historical program
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

SOPs (electronic and hardcopy files) related to internal MP activities according to

established MP procedures.

8.4 Method Validation (PDP only)

All laboratories perform method validation studies and submit method validation reports and

records to MP in accordance with PDP-QC SOP.

8.4.1 The Program Administrative Director and Technical Director shall appoint an

individual to serve as the MP Method Validation Coordinator for each program. The

Method Validation Coordinatorshall:

 Perform a final review of all validation study reports prepared by liaison chemists to

ensure that consistent policies are applied, makes recommendations based on

findings.

 Track and file all method validation documentation (i.e., Letters of Intent, Method

Validation Data Packages, associated MP reviews, Letters of Concurrence, requests

for additional data, etc) to ensure that all required studies are performed by all

applicable laboratories.

 Promptly communicate to the Technical Director delays in study reports submission.

8.4.2. Letters of Intent

 Letters of Intent submitted by laboratories shall be reviewed and verified against

electronically submitted data (upon availability) by the assigned liaison chemist.

 Letters of Intent shall be tracked and maintained in centralized files by the Method

Validation Coordinator.

8.4.3. Method Validation Data Packages

8.4.3.1 The assigned liaison chemist shall review the data package according to

established internal MP procedures and draft a Letter of Concurrence, including

any recommendations or requirements for additional data. Refer to MP internal

procedure, PDP-INTN-QC-01.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

8.4.3.2 A second MP chemist shall perform an additional review of the data and

make recommendations based on findings.

8.4.3.3 The Method Validation Coordinator shall perform a final review of all

validation study reports prepared by liaison chemists to ensure that consistent

policies are applied, make recommendations based on findings, and:

 Track and file all validation study reports to ensure that all required studies

are performed by all applicable laboratories and that Letters of

Concurrence/requests for further data are issued by MP within 90 days of

receipt of the data package.

 Promptly communicate to the Technical Director delays in study reports

submission or issuance of MP Letters of Concurrence/requests for further

data.

 Prepare draft Letters of Concurrence for the Technical Director.

8.4.3.4 The Technical Director is responsible for final authorization of the Letter

of Concurrence issued to the submitting laboratory.

8.5 Proficiency Testing (PT) Program

8.5.1 All MDP/PDP laboratories analyzing routine MDP/PDP samples are required to

participate in PT programs as coordinated by MP.

8.5.2 The Technical Director is responsible for management of the PT programs and

shall assure that PT samples are delivered on schedule and reports are prepared. The PT

schedule and the reports will be posted to the Extranet.

8.5.3 The assigned liaison microbiologist or chemist shall be responsible for monitoring

that laboratory’s performance on PT rounds and shall communicate any

concerns/corrective actions to the Technical Director. The Technical Director shall be

responsible for overall monitoring of the proficiency of laboratories.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

8.6 Technical Advisory Group (TAG)

8.6.1 MDP

8.6.1.1 The group shall be comprised of all MDP participating laboratory TPMs

and/or QAOs and shall address program technical and QA issues/concerns.

8.6.1.2 The Technical Director shall serve as MP liaison to the MDP TAG.

8.6.1.3 A Chairperson will be elected each year and shall have sign-off

responsibility for the program SOPs, with the exception of administrative SOPs,

developed or revised during their term.

8.6.2 PDP

8.6.2.1 The MP QAO, in consultation with the Technical Director, shall serve as

liaison to the PDP Technical Advisory Group (TAG). The committee shall be

comprised of three selected members of participant QAOs and/or TPMs and shall

address program QA issues/concerns.

8.6.2.2 Each Committee member shall serve a three-year term, with the final year

served as the Presiding Member. The Presiding Member shall have sign-off

responsibility for PDP program SOPs, with the exception of administrative SOPs,

developed or revised during their term.

8.7 Records Archival

The Program Administrative Director and Technical Director shall appoint an individual to serve

as the MP National Archives and Records Administration (NARA) contact for records

disposition. The NARA contact shall be responsible for coordinating and tracking data

submissions to NARA.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

9. Standard Operating Procedures (SOPs)

9.1 Description of an SOP

SOPs are written instructions on how to perform tasks and procedures. SOPs are intended to

assure consistency of data, quality, and procedures throughout the MDP/PDP studies and to be

utilized for audit or review purposes. Note: The term “SOP” may be interpreted as any type of

participant internal document (e.g., policy, work instructions, etc.).

9.2 Components of an SOP

9.2.1 This SOP serves as a guideline of the basic components to be included in the

preparation of an SOP. They may contain a Purpose, Scope, Outline of Procedures,

References (if any), and Specific Procedure(s).

9.2.2 Program and participants’ SOPs shall include a title, revision number, effective

date and approval signatures (signatures may be handwritten or electronic).

9.2.3 The Specific Procedure(s) shall be written in precise and explicit terminology.

The SOP shall be detailed enough to cover every aspect of the procedure and is intended

to provide consistency in the conduct of routine operations and to serve as a guide for the

conduct of audits. It is not intended to replace experience and basic training but may be

used as a training tool.

9.3 USDA/AMS SOPs

9.3.1 USDA/AMS shall provide SOPs giving the requirements for common aspects of

the program, and specific requirements as needed. These include SOPs in the areas of:

 Administrative Procedures

 Sampling Procedures

 Laboratory Procedures

 Internal MP Procedures

9.3.2 All USDA/AMS SOPs shall be considered directive, unless the SOP explicitly

states that the SOP or a section of the SOP is suggestive in nature.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

9.3.3 USDA/AMS shall have immediately available manuals and SOPs relative to the

laboratory or field procedures being performed. Published literature may be used as a

supplement to SOPs.

9.3.4 Each USDA/AMS administrative SOP, as well as USDA/AMS internal MP

SOPs, shall be approved and signed by the USDA/AMS Program Administrative Director

and the Technical Director. Each USDA/AMS sampling SOP shall be prepared and

signed by the author/revisionist, approved and signed by the Program Administrative

Director and Technical Director, and reviewed and signed by the Presiding Member of

the Sampling Advisory Committee. Each USDA/AMS laboratory SOP, with the

exception of the administrative series, shall be prepared and signed by the

author/revisionist, approved and signed by the Program Administrative Director and

Technical Director, and reviewed and signed by the Chairperson/Presiding Member of

the MDP/PDP Technical Advisory Group.

9.3.5 All USDA/AMS SOPs shall be revised as needed.

9.3.6 An index of USDA/AMS SOPs shall be maintained and distributed along with

any SOP revisions.

9.3.7 Distribution of the SOPs, original and subsequent revisions, shall include the

USDA/AMS Program Administrative Director, Technical Director, and Archives;

participating facilities’ Administrative Managers, Sampling Managers, TPMs, and

QAOs; and all other applicable personnel.

9.3.8 Each sampling and laboratory participant shall maintain a copy of current

USDA/AMS MDP/PDP SOPs and SOP index.

9.4 State/Facility Internal SOPs

9.4.1 Each participant shall prepare internal SOPs in writing, giving specific details of

procedures and methods utilized to comply with the USDA/AMS SOPs. Due to the time

interval between issuance dates and effective dates for USDA/AMS SOPs, each
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

participant may update their internal SOPs in order to comply at any time during the time

interval. The internal SOPs shall ensure the quality and integrity of data.

9.4.2 Each participant shall have immediately available manuals and SOPs relative to

the procedures being performed. Published literature may be used as a supplement to

SOPs.

9.4.3 Authorized employees or duly designated representatives of USDA/AMS shall

have access to internal SOPs during sampling and laboratory reviews.

9.4.4 Each internal SOP shall be approved by at least two of the following senior

managers: the QAO, the laboratory Administrative Manager or TPM, the Sampling

Manager, or Sampling Administrative Manager, and the approval shall be recorded. The

approval may be recorded by use of signature blocks in the SOP that contain the

signature, the printed name, title, and date. Address and telephone number shall be

included if the individual is not based at the facility. Each participant shall maintain

copies of current and historical internal SOPs as well as records of the dates they are (or

were) in effect.

9.4.5 SOPs shall be revised as needed.

9.4.6 Distribution of the internal SOPs, original and subsequent revisions, shall be

available to each affected participant employee.

9.5 SOP Deviations

9.5.1 An SOP Deviation is the mechanism to allow participants to make pre-approved

changes to written PDP/MDP requirements (SOPs, program plans, etc). Changes that are

not pre-approved are dealt with via the participant’s corrective action process.

9.5.2 An SOP Deviation request is submitted from the participant to MP. The request

shall be in writing but may be informal (e.g. e-mail) and may originate from the TPM,

QAO, Sampling Manager, and/or Administrative Manager. Requests from laboratory

participants shall include the QAU in order to ensure that any deviations do not

compromise data quality.
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Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

9.5.3 The SOP Deviation request shall cite the particular SOP (including revision and

subsection numbers) or other requirement. A description of need and/or rationale shall be

included. The narrative should make clear the scope of the request (e.g. a particular

sample, project, timeframe, etc., or a permanent change that would be in effect until

affected by an SOP revision).

9.5.4 Additional information may be requested from the participant by MP in order to

evaluate the request.

9.5.5 The MP Technical Director shall sign and approve all letters of deviation and

shall ensure that any authorization for deviations from approved program plans or

program SOPs does not compromise integrity of data. The MP Technical Director shall

ensure that precise and technically accurate documentation of such deviations is

maintained.

9.5.6 MP may issue program-wide deviations (e.g. addressed to all Sampling Managers,

all TPMs, etc) if applicable. Program-wide SOP Deviations will be posted in the SOP

section of the MP Extranet.

9.5.7 The participant shall maintain records of MP authorizations for deviation from

MP SOPs/plans and ensure that they are communicated to appropriate personnel.

9.5.8 When a revised PDP/MDP SOP is issued, participants are not required to submit a

new SOP Deviation request provided the revision to the SOP does not impact operations

(e.g. revision number and subsection number changes).
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SOP NO.: MP-ADMIN Page 32 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

Diana Haynes 09/30/2011

Approved By: Diana Haynes Date

MDP/PDP Technical Director, Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20110

(703) 330-2300

Martha Lamont 09/30/2011

Approved By: Martha Lamont Date

MDP/PDP Program Administrative Director, Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20110

(703) 330-2300

ORIGINAL SIGNATURE PAGE MAINTAINED BY USDA, AMS, SCIENCE &TECHNOLOGY, MONITORING PROGRAMS DIVISION

ELECTRONICALLY REPRODUCED SIGNATURE
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SOP NO.: MP-ADMIN Page 33 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

Revision 2 October 2011 Monitoring Programs Division

 Updated the entire SOP, including SOP number, with the new program’s name Monitoring Programs

Division or MP instead of MPO

 Section 5.4.1.1: added annual and/or semi-annual Federal/State meeting minutes and/or presentations

to list of records to be maintained by MP for 10 years

 Removed section 5.4.1.2 regarding MP retention of electronic databases and data summaries

 Section 5.4.2.1: removed statement regarding 2 year retention at laboratory of records requiring a

total of 25 years retention (2 year requirement is addressed in Section 5.4.3.1)

 Moved Section 5.5.2.1 (“Each data package retained shall be filed by calendar year and month.”) to

become new Section 5.5.1.4

 Renumbered sections in 5.5.2

 Section 6.4.7.5: removed QAO from sampling review report distribution list

 Section 6.7.6: removed requirement for signature of reviewer (first bullet) and removed word

“printed” from second bullet (“The printed name(s) and title(s) of the person(s) performing the

review”)

 Moved Section 6.7.6 to become Section 6.7.5 and renumbered old Section 6.7.5 as 6.7.6

 Section 6.7.8 – reworded as: “All MDP/PDP supporting records for sampling activities are

stored, retained, and transferred to the archives as specified in Sections 5.4 and 5.5.”

 Section 6.8.7 – reworded as: “All MDP/PDP raw data and supporting laboratory records are

stored, retained, and transferred to the archives as specified in Sections 5.4 and 5.5.”

 Section 6.9: added requirement for laboratory to appoint and individual within the QAU as the QAO

 Moved Section 6.9.6 requirement for QAU to ensure that deviations are properly authorized

and documented to new Section 9.5, “SOP Deviations”

 Section 7.2: separated authorization requirements for basic supplies and equipment that

exceed MDP/PDP cost thresholds from requirements for justification and approval for nonconforming items that don’t exceed program cost thresholds

 Section 7.3: revised inventory requirements for clarification (laboratory shall immediately

notify MP via email of equipment installation and shall add the equipment to the MDP/PDP

Equipment Inventory Database within 30 days of installation) and to provide the reason for

immediate MP notification of equipment installation (allows MP to process payment and

reconciled affected reimbursement request)

 Section 8.3: changed title from “SOPs and Deviations from SOPs” to “SOPs”

 Moved Section 8.3.4 requirement for Technical Director approval and documentation of

deviations to new Section 9.5
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological and Pesticide Data Programs

SOP NO.: MP-ADMIN Page 34 of 34

Title: Administrative Procedures for the Microbiological Data Program and Pesticide Data Program

Revision: 2 Replaces: 10/01/2010 Released: 10/03/2011 Effective: 01/01/2012

 Moved Section 9.4.5 requirement for participant maintenance and communication of

deviations as well as stipulation that MP may require supporting documentation to new

Section 9.5; renumbered remaining Sections

 Added new Section 9.5, “SOP Deviations”

 Section 9.4.1 – added provision for updating internal SOPs: “Due to to the time interval

between issuance dates and effective dates for USDA/AMS SOPs, each participant may

update their internal SOPs in order to comply at any time during the time interval.”

 Updated Attachment 1 with the e-mail addresses

 Updated Attachment 9 by replacing “Room Location” with “Location” and added footnote

that the specific location within the laboratory is required to be documented (examples

provided are room number, GC section)

 Updated Attachment 9 by adding new, required field for funding source (percentage of

MDP/PDP funds used for purchase)

Revision 1 October 2010 Monitoring Programs Office

 Updated References section

 Updated and reorganized section 5.4 (Data and Records Retention Periods)

 Updated and added new requirements for records’ transfers to FRC in section 5.5.2

 Updated sections 6.5.2.9 regarding Responsibilities of Participants on updating MPO

 Updated requirements for laboratory review repots in section 6.7.6

 Updated sections 7.2 and 7.3 regarding Purchases and Equipment Inventory requirements

 Updated section 8.6.1 regarding MDP TAG

 Removed section 9.2.4 regarding the internal SOP formatting.
USDA/AMS Microbiological and Pesticide Data Programs

Designated Federal Records Centers

Laboratory+ Region

Name Address MP to E-Mail

California Department of Food and Agriculture Pacific Region FRC 1000 Commodore Drive

San Bruno, CA 94066-2350 SanBruno.transfer@nara.gov

Colorado Department of Agriculture Rocky Mountain Region FRC Bldg. 48, Denver Federal Center

West 6th Avenue and Kipling Street

Denver, CO 80225-0307 denver.transfer@nara.gov

Florida Department of Agriculture Southeast Region FRC 4712 Southpark Blvd.

and Consumer Services Ellenwood, GA 30294 atlanta.transfer@nara.gov

Maryland Department of Agriculture Washington National FRC 4205 Suitland Road

Records Center Suitland, MD 20746-8001 suitland.transfer@nara.gov

Michigan Department of Agriculture Great Lakes Region FRC 7358 South Pulaski Road

Chicago, IL 60629-5898 chicago.transfer@nara.gov

Minnesota Department of Agriculture Great Lakes Region FRC 7358 South Pulaski Road

Chicago, IL 60629-5898 chicago.transfer@nara.gov

Montana Department of Agriculture Rocky Mountain Region FRC Bldg. 48, Denver Federal Center

West 6th Avenue and Kipling Street

Denver, CO 80225-0307 denver.transfer@nara.gov

New York Department of Agriculture and Markets Northeast Region FRC National Archives-Central Plains Region

200 Space Center Drive

Lee’s Summit, MO 64064-1182 KansasCityCave.transfer@nara.gov

Ohio Department of Agriculture Great Lakes Region FRC Federal Records Center – Dayton

3150 Springboro Road

Dayton, OH 45439-1883 kingsridge.transfer@nara.gov

Texas Department of Agriculture Southwest Region FRC 1400 John Burgess Drive

Fort Worth, TX 76140 FtWorth.transfer@nara.gov

Washington State Department of Agriculture Pacific Alaska Region FRC 6125 Sand Point Way NE

Seattle, WA 98115-7999 seattle.transfer@nara.gov

Wisconsin State Department of Agriculture Great Lakes Region FRC 7358 South Pulaski Road

Chicago, IL 60629-5898 chicago.transfer@nara.gov

USDA, AMS, S&T, National Science Laboratory Southeast Region FRC 4712 Southpark Blvd.

Ellenwood, GA 30294 atlanta.transfer@nara.gov

USDA, GIPSA, TSD, Pesticide Residue Laboratory Central Plains Region FRC 17501 West 98th Street, Room 47-48

Lenexa, KS 66219 lenexa.transfer@nara.gov

Send to:

USDA/AMS Science Technology

Monitoring Programs Division Page 1 of 1

MP ADMIN Attachment 1

Revision 2 - Effective January 1, 2012
USDA/AMS Science & Technology MP ADMIN Attachment 2

Monitoring Programs Division Revision 2 - Effective January 1, 2012

RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 CFR

1228.150.)

5 FROM (Enter the name and complete mailing address of the office retiring the records. The

signed receipt of this form will be sent to this address.)

Federal Records Center

 

2 AGENCY

TRANSFER

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title) DATE

3

AGENCY

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

4 RECORDS

CENTER

RECEIPT

RECORDS RECEIVED BY (Signature and Title) DATE  

Fold Line  6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY

BOX

NUMBER

S

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL

AUTHORITY

(schedule and item

number)

DISPOSAL

DATE

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R

LOCATION

SHELFPLAN

CONT.T

YPE

AUTO.DISP.

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

NSN 7540-00-634-4093 135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA

36 CFR 1228.152
USDA/AMS Science & Technology MP ADMIN Attachment 3

Monitoring Programs Division Revision 2 - Effective January 1, 2012

RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 CFR

1228.150.)

5 FROM (Enter the name and complete mailing address of the office retiring the records. The

signed receipt of this form will be sent to this address.)

Federal Records Center



USDA-AMS-S&T

Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20100 

(TYPE YOUR RECORDS FACILITY ADDRESS)

2 AGENCY

TRANSFER

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

Janet Doyle, Chemist

DATE

3

AGENCY

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

(Laboratory point of contact)

4 RECORDS

CENTER

RECEIPT

RECORDS RECEIVED BY (Signature and Title) DATE  

Fold Line  6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY

BOX

NUMBER

S

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL

AUTHORITY

(schedule and item

number)

DISPOSAL

DATE

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R

LOCATION

SHELFPLAN

CONT.T

YPE

AUTO.DISP.

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

20

1-3

4-5

6-9

10-14

15

16-18

19

20

United States Department of Agriculture

Agricultural Marketing Service

S&T, Monitoring Programs Division

PESTICIDE (or MICROBIOLOGICAL)

DATA PROGRAM

ROUTINE DATA PACKAGE

RECORDS

Laboratory (CY 2001)

January 2001

February 2001

March 2001

April 2001

May & June 2001

July 2001

August-October 2001

November & December 2001

R

NSN 7540-00-634-4093 10-14135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA

36 CFR 1228.152
USDA/AMS Science & Technology MP ADMIN Attachment 4

Monitoring Programs Division Revision 2 - Effective January 1, 2012

RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 CFR

1228.150.)

5 FROM (Enter the name and complete mailing address of the office retiring the records. The

signed receipt of this form will be sent to this address.)

Federal Records Center



USDA-AMS-S&T

Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20100 

(TYPE YOUR RECORDS FACILITY ADDRESS)

2 AGENCY

TRANSFER

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

Janet Doyle, Chemist

DATE

3

AGENCY

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

(Laboratory point of contact)

4 RECORDS

CENTER

RECEIPT

RECORDS RECEIVED BY (Signature and Title) DATE  

Fold Line  6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY

BOX

NUMBER

S

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL

AUTHORITY

(schedule and item

number)

DISPOSAL

DATE

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R

LOCATION

SHELFPLAN

CONT.T

YPE

AUTO.DISP.

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

20

1-3

4-7

United States Department of Agriculture

Agricultural Marketing Service

S&T, Monitoring Programs Division

PESTICIDE DATA PROGRAM

METHOD VALIDATION DATA

PACKAGE RECORDS

Laboratory (CY 2001)

January-March 2001, CN

April-November 2001, MK

R

NSN 7540-00-634-4093 10-14135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA

36 CFR 1228.152
USDA/AMS Science & Technology MP ADMIN Attachment 5

Monitoring Programs Division Revision 2 - Effective January 1, 2012

RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 CFR

1228.150.)

5 FROM (Enter the name and complete mailing address of the office retiring the records. The

signed receipt of this form will be sent to this address.)

Federal Records Center



USDA-AMS-S&T

Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20100 

(TYPE YOUR RECORDS FACILITY ADDRESS)

2 AGENCY

TRANSFER

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

Janet Doyle, Chemist

DATE

3

AGENCY

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

(Laboratory point of contact)

4 RECORDS

CENTER

RECEIPT

RECORDS RECEIVED BY (Signature and Title) DATE  

Fold Line 

6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY

BOX

NUMBER

S

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL

AUTHORITY

(schedule and item

number)

DISPOSAL

DATE

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R

LOCATION

SHELFPLAN

CONT.T

YPE

AUTO.DISP.

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

20

1-3

4-12

13-20

United States Department of Agriculture

Agricultural Marketing Service

S&T, Monitoring Programs Division

PESTICIDE (or MICROBIOLOGICAL)

DATA PROGRAM

SUPPORTING DOCUMENTATION

(Laboratory)

Single Standards Logbooks, 1/95-12/98

Mixed Standards Logbooks, 7/97-2/99

Semi-annual Program Plans, 1993-

2003

R

NSN 7540-00-634-4093 10-14135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA

36 CFR 1228.152
USDA/AMS Science & Technology MP ADMIN Attachment 6

Monitoring Programs Division Revision 2 - Effective January 1, 2012

RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 CFR

1228.150.)

5 FROM (Enter the name and complete mailing address of the office retiring the records. The

signed receipt of this form will be sent to this address.)

Federal Records Center



USDA-AMS-S&T

Monitoring Programs Division

8609 Sudley Road, Suite 206

Manassas, VA 20100 

(Type your Fed. Rec. Ctr. Name/Address, see Attach. 3

list)

2 AGENCY

TRANSFER

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

Janet Doyle, Chemist (or current liaison)

DATE

Current Date

3

AGENCY

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

(Type Sampling Manager’s name or point of contact)

4 RECORDS

CENTER

RECEIPT

RECORDS RECEIVED BY (Signature and Title) DATE  

Fold Line 

6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY

BOX

NUMBER

S

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL

AUTHORITY

(schedule and item

number)

DISPOSAL

DATE

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R

LOCATION

SHELFPLAN

CONT.T

YPE

AUTO.DISP.

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

8

1

2-3

4-8

United States Department of Agriculture

Agricultural Marketing Service

S&T, Monitoring Programs Division

MICROBIOLOGICAL DATA PROGRAM

SUPPORTING DOCUMENTATION (Name

of State Agency)

Food Donation Receipts, 1/2005-12/2007

Vendor Payment Receipts, 1/2005-12/2007

Hand-Written data for Sample Information

Forms, 1/2005-12/2007

R

NSN 7540-00-634-4093 10-14135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA

36 CFR 1228.152
United States Department of Agriculture

Microbiological and Pesticide Data Programs

Instructions for Assembly and Packaging of Record Boxes

USDA/AMS Science & Technology MP ADMIN Attachment 7

Monitoring Programs Division Revision 2 - Effective January 1, 2012
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USDA/AMS Microbiological and Pesticide Data Programs

Equipment Inventory

USDA, AMS, S&T, Monitoring Programs Division

Lab or

State Item Description Manufacturer Model SerialNumber Location*

Unique

Internal

Lab ID

Acquisition Cost Approval

Date

Purchase

Date Purchase Ref Surplus**

% of

MDP/PDP

Funds Used

for Purchase

Remarks***

WA1 LC/MS/MS Micromass Quattro Premier VAA 045 Rm 225 Waters #1 $300,000.00 1/1/2004 6/1/2004 041846 FALSE 65% USDA

*Specific location within the laboratory (e.g., room number, GC section, etc.)

**Enter “True” if the equipment is designated as surplus, and “False” if the equipment is still active.

***Enter any additional comments concerning the item (e.g., more detailed description, asset number, etc.)

Equipment Inventory

USDA/AMS Science Technology

Monitoring Programs Division Page 1 of 1

MP ADMIN Attachment 9

Revision 2 - Effective January 1, 2012
REPORT OF UNSERVICEABLE, LOST, STOLEN

DAMAGED OR DESTROYED PROPERTY

U.S. DEPARTMENT OF AGRICULTURE PROPERTY REPORT NO. DATE

SECTION I - ACCOUNTABLE PROPERTY OFFICER'S REPORT

3. PROPERTY ITEMS (See attachment for additional entries)

1. STATUS OF PROPERTY (Check only one-report each one type separately)

Unserviceable

Obsolete

Damaged

Lost or Stolen

Cannibalized for parts

Destroyed

Others

2. REPORTING ACTIVITY (Show agency, unit and address)

QUANTITY

(Or property no.)

ITEM DESCRIPTION AND OTHER DETAILS, INCLUDING

SERIAL NUMBERS AND ACQUISITION DATE

(Give present condition and estimated cost of repair)

ACQUISITION COST

EXPLANATION/DISPOSAL INSTRUCTIONS

(If lost, stolen, or destroyed, give detail.

Was this reported to proper authorities?)

A B C D

SECTION II - PROPERTY MANAGEMENT OFFICER'S REVIEW AND RECOMMENDATION

DETERMINATION FOR LOST, STOLEN, DAMAGED, OR DESTROYED PROPERTY

1. After due consideration of all known facts and circumstances in this case, it is determined that:

SECTION III - AUTHORIZATION FOR CANNIBALIZATION, ABANDONMENT, OR DESTRUCTION OF UNSERVICEABLE PROPERTY

a. The loss, theft, damage or destruction did not result from employee negligence and any involved employees are hereby relieved of liability.

b. There appears to be gross negligence involved; therefore, the case returned to agency officials for appropriate action under the Debt Collection Act.

c. There appears to be negligence involved; therefore, the case is returned to agency personnel officials for consideration of disciplinary action.

4. NAME IN PRINT AND SIGNATURE

 OF CUSTODIAN

DATE 5. NAME IN PRINT AND SIGNATURE

 OF ACCOUNTABLE PROPERTY OFFICER

DATE

2. NAME IN PRINT AND SIGNATURE OF PROPERTY MANAGEMENT OFFICER 3. DATE

1. Unserviceable property listed above is hereby authorized for cannibalization, abandonment, or destruction in accordance with FPMR 101-45.9 based on any of the following

determinations as further explained in section I-3(D):

a. Property has no commercial value.

b. Health, safety, or security considerations require immediate

abandonment or destruction.

c. Costs of care and handling exceed expected small lot sales proceeds.

d. Regulation or directive requires abandonment or destruction.

SECTION IV - CERTIFICATION FOR COMPLETION OF CANNIBALIZATION, ABANDONMENT, OR DESTRUCTION: I certify that cannibalization,

abandonment, or destruction action for the items authorized under Section III was completed on this date in accordance with I-3(D).

2. SIGNATURE OF PROPERTY MANAGEMENT OFFICER 3. DATE

1. SIGNATURE OF ACCOUNTABLE PROPERTY OFFICER 2. DATE

3. SIGNATURE OF WITNESS 4. DATE

SECTION V - CERTIFICATIONS OF PROPERTY AND FISCAL OFFICERS

1. SIGNATURE OF PROPERTY MANAGEMENT OFFICER (The necessary entries have been made to adjust property records.) 2. DATE

3. SIGNATURE OF FISCAL OFFICER [The necessary action has been taken to adjust the accounting records and, where required by a

determination made under Section II above, to effect collection from involved employee(s).]

4. DATE

AD FORM 112 (Rev. 3/94) This form was electronically produced by National Production Services Staff

e. Property is uneconomical to repair/not needed by another

user and may be cannibalized for parts. (Cannibalization is

a form of use and property management regulations shall apply.

Remainder of property must be disposed of through

usual procedures.)
AD-107 (11/89)

United States Department of Agriculture Report No.

REPORT OF TRANSFER OR OTHER DISPOSITION OR CONSTRUCTION OF PROPERTY

Date

1. Type of Transaction (Report Each Type Separately) 2. Authorization Reference

3. Proceeds Received

Transfer Sale Trade In Donation

Construction Temporary Loan Record $

4. Reporting Agency 5. Receiving Agency (Or Name of Purchaser or Donee)

UDSA, MPD

A. Organizational Unit A. Organizational Unit (Or Address of Purchaser)

B. Location B. Location

C. Signature C. Signature

D. Title D. Title E. Date

6. Property Items

Quantity

(Or Property No.)

Item Description

(Give Full Details Including Serial Number, If Any, and Condition Code)

Inventory

Value

Certification of Property and Fiscal Officers

7. Property Officer: This transaction is completed and the necessary

entries have been made to adjust the Property Records. Proceeds, if

any, are to be deposited to:

8. Fiscal Officer

A. The sum indicated below has been received in payment for

the property disposed of.

B. The necessary entries have been made to adjust accounting

records.

Amount ($) Schedule No.

Signature Date Signature Date