Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Federal Food Program

80715--Nutritional program for the elderly files
80718--Federal inventory report files
80719--Activity report files
80720--Warehouse inventory form files
80721--Lot book files
80722--Citizen complaint files
80699--Temporary emergency food assistance program contract files
80704--Charitable and correctional institutional agreement files
80706--Charitable and correctional institute inventory files
80709--Entitlement commodities report files
80710--Warehouse billing files
80711--Log of inventory files
80712--Allocation files
80713--United States Department of Agriculture order book
83237--Commodity shipping information files

AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80715
TITLE: Nutritional program for the elderly files
DATES: 1984-
ARRANGEMENT: Alphabetical by organization's name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a record of the USDA commodities used for the elderly programs. The agency is to follow guidelines established by the UDSA. This series includes contracts, contract number, and any related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80718
TITLE: Federal inventory report files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This record series consists of an inventory/audit report which is required and submitted to the area federal office. This series includes the commodity code number; fund code; conversion code; commodity name; section; and unit; begining inventory; amount received; total currently available; type of agency receiving the commodity; and the date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits are completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80719
TITLE: Activity report files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a record of reports from the Federal Distribution Program warehouse to Child Nutrition stating what items are on hand and what items have been shipped to contracting institutions. This series includes the warehouse number, date, lot number, lading number, date and type of food shipped, the quantity, and weight.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of submission or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 274.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80720
TITLE: Warehouse inventory form files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: A record of the inventory forms submitted to Social Services from the storing warehouse. These inventories are used for comparison with the office inventories. This series includes the date, lot number, name of commodity, quanity, and the weight.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of inventory or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80721
TITLE: Lot book files
DATES: 1984-
ARRANGEMENT: Alphabetical by organization's name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This record series is a specific ordering book of USDA commodities. This series includes the name of the commodity, lot number, order number, receiving document number, name of program or organization needing supplies, name fr the receiving warehouse, amount of item used, and the balance on hand.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80722
TITLE: Citizen complaint files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This record series is a copy of citizen complaint letters about the Federal Food Program. Letters are sent to the Utah Social Service office where they are either answered by phone or are sent to the Denver Regional office where they answered. This series includes copies of original citizen and organization complaints and a copy of the response.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after the date of receipt and then destroy provided all audits have been completed.

APPRAISAL

Complaints are usually answered by the Denver Regional office. The regional office also keeps the record copy of all letters and responses. Maintenance of this record is the responsibility of the regional office since this is a federally funded program.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80699
TITLE: Temporary emergency food assistance program contract files
DATES: 1982-
ARRANGEMENT: Alphabetical by provider surname
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: Contracts between the Food Distribution Program and a provider who agrees to distribute food to families according to the guidelines established by the Federal Food Program and issued by Social Services. This series contains the contract, contract number, all attachments, program budget, Provider Resource Form, contract date span, amount of money allocated, related correspondence, Standards of Performance and Assessment Guide, Dispersal List, policy, Site Review, Allocation Confirmation Form, and a budget statement from an agency listing current and future expenditures.

RETENTION

Retain 3 years after date of submission or until all audits have been completed.

DISPOSITION

Destroy.

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 provided all audits have been completed.

APPRAISAL

Administrative Fiscal

Copies of all contracts are kept by Management Services. Retention is based on 7 CFR 274.13(a).

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80704
TITLE: Charitable and correctional institutional agreement files
DATES: 1982-
ARRANGEMENT: Alphabetical by organization's name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document agreements with rescue missions, group homes and various types of correctional institutions for the supply and distribution of United State Department of Agriculture (USDA) commodities. This series contains an updated questionnaire, name and address of institution receiving the commodities, authorized signatures, date, and an agreement between the agency and USDA.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after federal fiscal year to which the records pertain and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80706
TITLE: Charitable and correctional institute inventory files
DATES: 1982-
ARRANGEMENT: Alphabetical by organization's name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a record of month end inventories sent to the program director from the participating organization. This information is used to compile a report for the USDA. This series includes the inventory sheet with a listing of all commodities received, total amount at the time of receipt, amount used, current total on hand, Order for Commodities, a copy of the bill of lading, name and address of the organization, and an authorized signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of submission or until audit has been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80709
TITLE: Entitlement commodities report files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a listing of all commodities sent to Salt Lake from the federal warehouse. This series includes a listing of all commodities sent, the amount, the dollar amount of the purchase, and the budget balance for the year.

RETENTION

Retain 3 years or until audit has been completed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after federal fiscal year to which the records pertain or until audit has been completed and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80710
TITLE: Warehouse billing files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a record of the billings for the storage and shipping of commodities from the warehouse to the requesting organization. This series includes a lot number, description of the commodity item, date of shipment or receipt, amount of each item shipped, total amount shipped, and a copy of the warrant request.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after federal fiscal year to which the records pertain and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80711
TITLE: Log of inventory files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: This records series is a collection of all inventory sheets received on a monthly basis from all organizations using the programs services. This information is used to compile a yearly report which is required by the USDA district office. It is used to report the number of commodities being served by the program directly or indirectly in the state. This series includes the commodity, amount on hand, and the average use per month.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of submission of report or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80712
TITLE: Allocation files
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This is a listing of commodities an organization receives from Social Services and the amount of monies left for the program. This series includes the commodity, the number of cases, the weight, value, percentage of capitol, package size, and grand totals for each.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 80713
TITLE: United States Department of Agriculture order book
DATES: 1985-
ARRANGEMENT: Alphabetical by commodity name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: A record of orders placed with the USDA by Social Services for commodities. This series includes a current inventory, amount consumed, and the items most requested.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Federal Food Program

SERIES: 83237
TITLE: Commodity shipping information files
DATES: 1983-
ARRANGEMENT: Alphabetical by food item, thereunder chronological

DESCRIPTION: This is a report of shipments received over or damaged. This series includes an acceptance certificate from the warehouse and/or cold storage facility, the requistion, Forwarding Notice, Confirmation Copy, the date, the description of the commodity, amount shipped, cost of the item, contract number, and the weight shipped.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public