AGENCY: Board of Education. Office of Education. Child Nutrition Section
SERIES: 12969
TITLE: Food distribution commodity files
DATES: ca._1935-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by USDA short title of each commodity
DESCRIPTION: The United States Department of Agriculture (USDA) commodities are offered for distribution to local school districts, day care centers, and certain other recipients. These files document the quantity of each type of commodity offered to each recipient. These records include an entitlement report indicating the recipient agency, fair share allocation, and amount shipped; USDA Food Requisition indicating the commodity short title and code, delivery order number, allocation number, shipping date, outlets, and quantity ordered; food requisition worksheet indicating the agreement number, name, and the number of units offered; forwarding notices indicating the identification of the shipper, type of commodities, up to two destinations for the goods, disposition number, unit of measure, number of units, and net and gross weight; a notice from the warehouse of receipt of the goods. Included are the U.S. Department of Agriculture Report of Shipment Received Over, Short, and/or Damaged report, which indicates the type of commodity, how packaged, quantity reported shipped, amount actually received, notification of carrier's agent, nature of damage (if any), and a certifying Child Nutrition signature; and copies of the forwarding notice for the shipment.
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 the records "3 years from the close of the fiscal year to which the records pertain or until resolution of any claim actions and/or audit findings."
PRIMARY DESIGNATION
Public