FGIS Records1 FGIS Federal Records Management Inventory Report

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Overview

Records
Instructions
Record Category
Response Criteria
DataValidation

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Sheet 1: Records

U.S. DEPARTMENT OF AGRICULTURE AGRICULTURAL MARKETING SERVICE FEDERAL GRAIN INSPECTION

FGIS Federal Records Management Inventory Report

Record Category

Record Title

What specific forms/ worksheets, if any, are used to collect information?

How are the records being collected? i.e paper, electronic form, FGISonline, other electronic system?

How are the records stored and maintained i.e paper, electronic form, FGISonline, other electronic system?

If it is another electronic system please provide the name of the system and who owns it.

Do the records being collected contain PII?

Please explain what PII is being collected, if any.

At any area where PII is collected, are privacy statements present prior to data collection?

Do the records being collected contain Financial information?

Please explain what financial information is being collected, if any?

Do the records being collected contain Confidential Business Information?

Please explain what confidential business information is being collected, if any?

How is access controlled to the records?

Who controls access to the records?

Who is allowed to access the records?

Are there copies of the records?

How are copies of records managed / stored / disposed, if any?

Are these records sent to FGIS?

Is any data from these records sent to FGISonline from another application. (If so, what data and from where?)

Please identify how records are disposed of?

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Sheet 2: Instructions

Instructions:

Under the authorities granted to you through the USGSA and AMA, you are responsible for the creation, handling, distribution, management and disposal of records. FGIS is requiring the completion of this inventory to track the managment of all records.

The 'Record Category' sheet identifies record categories as defined in the regulations/instructions.

Please complete the 'Records' sheet for every type of information/record created, received or managed by your organization while performing official work.

You may have more than one title for a category, please list each as separate rows. (If using both paper and a system, please identify both as separate entries.)

If you do not have any information for a particular category, please supply the category and enter 'NA' for the record title.

How to use the 'Records' sheet:

For each entry:

1. Select the 'Record Category' from the dropdown. (Please use 'Other' if those don't apply.)

2. Please identify the title/identifier of the information/record (e.g. Form title&number / Document name /etc)

3. Answer each of the questions below about that record title:

What specific forms/ worksheets, if any, are used to collect information?

How are the records being collected? i.e paper, electronic form, FGISonline, other electronic system?

How are the records stored and maintained i.e paper, electronic form, FGISonline, other electronic system?

If it is another electronic system please provide the name of the system and who owns it.

Do the records being collected contain PII?

Please explain what PII is being collected, if any.

At any area where PII is collected, are privacy statements present prior to data collection?

Do the records being collected contain Financial information?

Please explain what financial information is being collected, if any?

Do the records being collected contain Confidential Business Information?

Please explain what confidential business information is being collected, if any?

How is access controlled to the records?

Who controls access to the records?

Who is allowed to access the records?

Are there copies of the records?

How are copies of records managed / stored / disposed, if any?

Are these records sent to FGIS?

Is any data from these records sent to FGISonline from another application. (If so, what data and from where?)

Please identify how records are disposed of?

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Sheet 3: Record Category

Record Category	Reference	Retention Period	Record Category(Reference)
Active & Historical Fee schedule	800.15	5yr	Active & Historical Fee schedule(800.15)
Active and Historical Fee Schedule supporting data	800.15	5yr	Active and Historical Fee Schedule supporting data(800.15)
Advance Payment	800.73(e) / 868.92(g)	5yr	Advance Payment(800.73(e) / 868.92(g))
Application for Service	800.46(a)	5yr	Application for Service(800.46(a))
Approvals of weighers	800.149b	5yr	Approvals of weighers(800.149b)
Bills	800.46(a)	5yr	Bills(800.46(a))
Budget - Disbursements from receipts (Payroll, Fleet records, leasing, procurements, etc)	800.148(c)(3)	5yr	Budget - Disbursements from receipts (Payroll, Fleet records, leasing, procurements, etc)(800.148(c)(3))
Budget - Receipts from official inspection, weighing, equipment testing, and related services performed	800.148(c)(1)	5yr	Budget - Receipts from official inspection, weighing, equipment testing, and related services performed(800.148(c)(1))
Budget - Receipts from sale of grain samples	800.148(c)(2)	5yr	Budget - Receipts from sale of grain samples(800.148(c)(2))
Consent and Agreement of Applicant	800.46(a) / 868.21(a)	5yr	Consent and Agreement of Applicant(800.46(a) / 868.21(a))
Delegation, designation, contract, or approval documents	800.147	10yr	Delegation, designation, contract, or approval documents(800.147)
Detailed Work records - inspection log	800.156	5yr	Detailed Work records - inspection log(800.156)
Detailed work records - other inspection records	800.156	5yr	Detailed work records - other inspection records(800.156)
Detailed work records - OCIS records	800.156	5yr	Detailed work records - OCIS records(800.156)
Detailed Work records - pan ticket	800.156	5yr	Detailed Work records - pan ticket(800.156)
Detailed Work records - sampling ticket	800.155	5yr	Detailed Work records - sampling ticket(800.155)
Detailed Work records - sampling log	800.155	5yr	Detailed Work records - sampling log(800.155)
Detailed work records - scale ticket, scale tape, weight records	800.157	5yr	Detailed work records - scale ticket, scale tape, weight records(800.157)
Detailed work records - weighing log	800.157	5yr	Detailed work records - weighing log(800.157)
Dismissals of Official Service	800.48	5yr	Dismissals of Official Service(800.48)
Disposition of Grain Samples	800.148(c)(3)	5yr	Disposition of Grain Samples(800.148(c)(3))
Equipment	800.151	5yr	Equipment(800.151)
Equipment testing work records	800.158	5yr	Equipment testing work records(800.158)
File Samples	800.152	90 days	File Samples(800.152)
Licenses	800.149a	Life of Person	Licenses(800.149a)
Official certificates	800.160	5yr	Official certificates (800.160)
Organization	800.148(a)	5yr	Organization (800.148(a))
Other		5yr	Other()
Record of service dismissals	800.159(b)	5yr	Record of service dismissals(800.159(b))
Record of service withdrawn	800.159(b)	5yr	Record of service withdrawn(800.159(b))
Safety records	800.46		Safety records(800.46)
Space	800.151	5yr	Space(800.151)
Staffing (Employee name/duty/location/training)	800.148(b)	5yr	Staffing (Employee name/duty/location/training)(800.148(b))
Volume of work report	800.159(a)	5yr	Volume of work report (800.159(a))

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Sheet 4: Response Criteria

Title	FGIS Federal Records Management Inventory Report
Form Number	FGIS - RECORDS -1
Minutes/Question	1
Questions	20
Expected Responses	20
# of People/Year	45
Hours/Year	300

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Sheet 5: DataValidation

Paper		Yes
Electronic file (PDF/Excel/etc)		No
FGISonline
Other electronic system