AGENCY: Board of Education. Office of Education. Child Nutrition Section
SERIES: 12968
TITLE: Food distribution processor files and general correspondence
DATES: ca._1935-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by processor name
DESCRIPTION: United States Department of Agriculture (USDA) commodities are distributed to schools and day care agencies through the Child Nutrition Program of the Utah State Office of Education (USOE). Some recipients have their commodities shipped to processing firms which use the commodities to make a finished food product, such as making pies from fruit. These records document the activities of the processors in this program. Included are master agreement files and performance reports. The master agreement records consist of a Destination for Delivery of Donated Foods form indicating the name of the distributing agency (USOE), processor name, method of delivery, contact person to receive forwarding notice, types of outlets served by the processor, and type of warehouse; an agreement showing the name of the distributing agency, plant name, processing company identification with contact person, terms of agreement, description of commodities, quantity and value of items received, nutritional information on final product USDA certification; and any associated correspondence between Child Nutrition and the processing firm. Includes general correspondence that was distributed to all recipients, all correspondence to or from the carrier, and to or from the USDA. The performance reports include a cover letter from the processor, inventory levels of the commodities held by the processor in total and by end-recipient name, and quarterly inventory reports. Warehouse and frieght invoices include the breakdown of the monthly billing and a copy of the signed bill of lading.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after federal fiscal year to which records pertain and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Legal
This disposition is based on 7 CFR 250.16(b), which says to retain records "3 years from the close of the fiscal year to which the records pertain or until resolution of any claim action and/or audit findings."
PRIMARY DESIGNATION
Public