ARCHIVES AND RECORDS COMMISSION
DEPARTMENT OF AGRICULTURE, FOOD and FORESTRY
Records Disposition Schedule 2006-02
* April 27, 2006 *
OKLAHOMA DEPARTMENT OF AGRICULTURE, FOOD AND FORESTRY
Records Disposition Schedule 2006-02
This new schedule includes new series created from the Consolidated Records Disposition Schedules of 87-23 and 97-03. Schedule 2006-02 supersedes Schedules 87-23 and 97-03 and approved by the Archives and Records Commission on April 27, 2006.
Convenience or Reference Copies
Copies of records created for the user’s convenience may be destroyed when they are no longer required for administrative purposes. Access restrictions, if any, apply to copies and originals alike. It is not necessary to request approval for destruction of convenience copies of records.
Record Format
Individual agencies, boards, commissions, and institutions shall maintain individual record series in the most efficient and cost effective format consistent with sound records management principles, state and federal laws, rules and regulations, court decisions, and their individual records keeping needs.
If statutory provisions, court decisions, Code of Federal Regulations (CFR), Oklahoma Rules and Regulations adopted in accordance with the Administrative Procedures Act (75 O.S. §250 et seq.), or other state and federal regulations mandate retention periods longer than those stipulated in this Schedule or require that records be retained in hard copy or other format, the applicable statutes, court decisions, CFR, or other state and federal regulations shall govern the retention periods and formats of the records.
Information regarding requirements for specific record formats is located in the Introduction to the General Records Disposition Schedule for State Agencies, Boards and Commissions, which can be found at the Oklahoma Department of Libraries website.
All records, including temporary and permanent records, may be stored at the State Records Center, located at 426 E. Hill Street. For information regarding charges for these services, contact the Oklahoma Department of Libraries State Records Center.
Agency
11Funding Requests, Reports, and Programs
Description:Requests for reimbursement of grants and applicable reports, applications, or outgoing correspondence submitted in regards to federal or government programs.
Volume:one (1) cubic foot per year
Disposition:Retain in office five (5) years after expiration of grants, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-11, 4-21; Transferred from Schedule 87-23, Series 1-1,2-7, 5-6
12Warrants
Description:Photocopies of all warrants received by the Department of Agriculture, Food and Forestry.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office one (1) year, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-2
13Monthly Warrant Registers and Earning Lists
Description:File contains prelists, warrant registers, and earnings lists.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office one (1) year, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-4
Agency (continued)
14Accounts Receivable/Payable
Description:File contains invoices and other records requesting payments. File also contains record of payment.
Volume:one (1) cubic foot per year
Disposition:Retain in office five (5) years, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-5, 7-1
15Oklahoma Cattlemen's Association Request for Funds
Description:File contains correspondence and copies of claims regarding the Department’s contracts with Oklahoma Cattlemen's Association to handle brand registrations.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office one (1) year, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-9
16Farm Finance Program (Confidential Record 5 USC §522A)
Description:File contains agency's copies of loan applications, list of applicants, general correspondence and letters of loan denial. The Office of the State Treasurer is the state office of record.
Volume:two (2) cubic feet per year
Disposition:Retain in office four (4) years, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-18
Agency (continued)
17Farm Finance Survey Records (Confidential Record 51 O.S. §24A. 15)
Description:File contains returned questionnaires from farmers regarding their crops and financing, collected by Agricultural Statistical Service. The statistics are used to make a report that is deposited with the Oklahoma Publications Clearinghouse.
Volume:one (1) cubic foot per year
Disposition:Retain in office until compilation of published report, then destroy.
Transferred from Schedule 87-23, Series 1-21
1-8Mediation/Hot Line Program (Confidential Record 12 O.S. §1805)
Description:Files contain telephone logs on incoming calls with disposition of calls, monthly activity reports to program administrator, accounting records of program, and audit reports by Office of Auditor and Inspector and independent audits. The program is under contract with the Oklahoma Council of Churches. Records are in Oklahoma Council of Churches' custody until termination of contract. Confidentiality applies only to records of telephone logs and contacts with clients.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office three (3) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 1-19
1-9General Files
Description:Files consist of working papers, notes, forms, publications, presentations for events and meetings, meeting notes, photographs, and newspaper articles.
Volume:two (2) cubic feet per year
Disposition:Retain in office until no longer needed for administrative purposes, then destroy provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, and no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 87-23, Series 4-5
Agency (continued)
1-10Complaint and Investigation File
Description:File consists of complaints from consumers and documentation collected and compiled for action (i.e., affidavits, investigation reports, sample results, and other information pertaining to alleged violation of statutes, rules and regulations).
Volume:four (4) cubic feet per year
Disposition:Retain in office ten (10) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-5, 4-2, 5-14; Transferred from Schedule 87-23, Series 7-3
1-11Corporation Attestation
Description:Correspondence and copies of corporation attestation for farming and ranching corporations.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office until no longer required for administrative purposes, then destroy.
1-12Inspectors' Files
Description:File contains daily reports, monthly activity reports and correspondence of inspectors.
Volume:six (6) cubic feet per year
Disposition:Retain in office five (5) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 1-4; Transferred from Schedule 87-23, Series 2-12, 7-2, 8-4, 15-2, 15-8
Agency (continued)
1-13License and Permit Records
Description:Records include annual license or permit applications, permit fees, monthly reports of inspection fees, requisitions for labels and incoming and copies of outgoing correspondence concerning licenses.
Volume:thirteen (13) cubic feet per year
Disposition:Retain in office five (5) years after expirations of license or date of application, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, and no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-4A, 2-4B, 2-6, 2-7, 2-14, 2-15, 2-16, 2-17, 2-18, 2-19, 2-20, 2-21, 4-6, 4-13, 5-4, 5-6, 5-11; Transferred from Schedule 87-23, Series 2-4, 7-6, 8-1, 8-2, 2-14
1-14Correspondence
Description:Incoming and copies of outgoing correspondence. Agency Head's correspondence is retained in accordance with General Records Disposition Schedule, Series 1-3A.
Volume:six (6) cubic feet per year
Disposition:Retain in office and review on an annual basis. After completing the review, destroy duplicate and ancillary materials. Destroy substantive records when they become three (3) years old. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 1-1, 1-5, 4-4, 4-12, 4-23; Transferred from Schedule 87-23, Series 1-15, 2-16, 3-13, 4-2, 4-3, 5-4, 6-2, 7-4, 14-5, 15-1
1-15Cooperative Agreements
Description:Federal records containing correspondence and original documents dealing with cooperative agreements between the state of Oklahoma and the Federal government.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office until superseded, then transfer to the State Archives for permanent preservation.
Transferred from Schedule 87-23, Series 5-10
1-16Warnings and Citations
Description:File contains warning or citations issued for violating the Oklahoma Agricultural Code (2 O.S. 1 § et. seq.).
Volume:one (1) cubic foot per year
Disposition:Retain in office three (3) years from the date of the most recent warning or citation, then destroy, provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Plant Industry and Pesticides
2-1Pesticide Registration
Description:File contains Pesticide Product Registrations, Environmental Protection Agency (EPA) incoming and copies of outgoing correspondence and copies of amendments to Federal Insecticide, Fungicide, and Rodenticide Act.
Volume:nine (9) cubic feet per year
Disposition:Retain in office ten (10) years, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-1
2-2Special Local Needs File
Description:File contains both approved and disapproved Special Local Needs Registrations which authorize usage for the period of one year of a pesticide for applications other than those listed on labels.
Volume:one (1) cubic foot per year
Disposition:Retain in office two (2) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-2
2-3Laboratory Reports
Description:Laboratory reports on pesticides, filed by sample number and inspector's name. File also includes computer-generated report from laboratory and correspondence regarding sample.
Volume:one (1) cubic foot per year
Disposition:Retain in office five (5) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-3
Plant Industry and Pesticides (continued)
2-4Test Booklets
Description:Test booklets used in administering tests for persons seeking pesticide applicator certification.
Volume:less than one (1) cubic foot per year
Disposition:Retain in office until superseded, then destroy.
Transferred from Schedule 97-03, Series 2-8
2-5Test Answer Sheets (Confidential Record 51 O.S. § 24A.7)
Description:Test answer sheets completed by persons seeking pesticide applicator certification.
Volume:one (1) cubic foot per year
Disposition:Retain in office for thirty (30) days, then destroy provided no appeals have been filed. If appeal has been filed, destroy six (6) months after resolution of appeal, provided no legal action is pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-9
2-6Pesticide Producer Establishment Inspections and Pesticide Experimental Use Permit Inspections
Description:Inspection and summary reports on EPA-permitted federal facilities involving Pesticide Producer Establishment Inspections and Pesticide Experimental Use Permit Inspections.
Volume:one (1) cubic foot per year
Disposition:Retain in office five (5) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-12
Plant Industry and Pesticides (continued)
2-7Pest Detection and Control Files
Description:File contains Environmental Protection Agency (EPA) contracts to do research, incoming and copies of outgoing correspondence, inspections, quarterly reports, and control program information relating to grasshoppers, fire ants, and other types of pest.
Volume:two (2) cubic feet per year
Disposition:Retain in office five (5) years after completion of contract, then destroy, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-13
2-8County Herbicide Hearings for Restricted Areas
Description:File regarding county hearings held about herbicide applications and complaints. Information includes tapes, transcripts if made, and the hearing officer's recommendation for possible rule changes resulting from hearings.
Volume:one (1) cubic foot per year
Disposition:Retain in office five (5) years, then transfer to the State Records Center. Destroy records when they become twenty-five (25) years old, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 2-10
Seed, Feed, and Fertilizer
3-1Feed Sample Lab Reports
Description:File of official feed samples lab test results from samples collected by division inspectors.
Volume:three (3) cubic feet per year
Disposition:Retain in office two (2) years, then destroy, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 4-3
3-2Tonnage Reports
Description:File contains quarterly tonnage and inspection fee reports submitted by manufacturers on the quantity of the seed, feed, and fertilizer tons sold within Oklahoma.
Volume:two (2) cubic feet per year
Disposition:Retain in office three (3) years, then destroy, provided payment has been received and until after all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, provided no legal actions are pending. If legal action is pending, destroy three (3) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Transferred from Schedule 97-03, Series 4-5, 4-11, 4-16, 4-18, 4-27
3-3Compliance Audits
Description:Company tonnage compliance audit records performed by agency auditor on seed, feed, fertilizer, and ag-lime products distributed in Oklahoma.
Volume:one (1) cubic foot per year
Disposition:Retain in office and review on an annual basis. Destroy duplicate and ancillary materials after the annual review. Destroy substantive records when they become three (3) years old.
Transferred from Schedule 97-03, Series 4-8
3-4Fertilizer Sample Lab Test Results
Description:File contains fertilizer and ag-lime sample results.