2209.13_60
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FOREST SERVICE HANDBOOK
NORTHERN REGION (R1)
MISSOULA, MT
FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 – RECORDS
Supplement No.: 2209.13-2014-6
Effective Date: May 8, 2014
Duration: This supplement is effective until superseded or removed.
Approved: THOMAS A. SCHMIDT
Deputy Regional Forester
Date Approved: 4/30/2014
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this Handbook was 2209.13-2014-5 to Chapter 50.
New Document(s):
2209.13_60
8 Pages
Superseded Document(s) by
Issuance Number and
Effective Date
id_2209.13-2010-5, 11/08/2010
12 Pages
Digest:
61-63 – Incorporates direction, previously contained in interim directive 2209.13-2010-5.
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
Table of Contents
61 - KINDS OF RECORDS ............................................................................................. 3
61.1 – Electronic Records ........................................................................................................... 3
61.2 – Hard Copy Records .......................................................................................................... 3
61.3 – Official Grazing Permit Case Files .................................................................................. 3
61.4 - Permanent Summary Record ............................................................................................ 5
61.5 – Official Grazing Permit Files and Permanent Summary Records Established and
Maintained by Third Party .............................................................................................. 6
62 – MAINTENANCE OF OFFICIAL GRAZING PERMIT FILES AND PERMANENT
SUMMARY RECORDS ........................................................................................ 6
63 – DISPOSAL OF OFFICIAL GRAZING PERMIT FILES AND PERMANENT
SUMMARY RECORDS ........................................................................................ 8
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
61 - KINDS OF RECORDS
The authorized officer is responsible for the establishment and maintenance of official grazing
permit and allotment case files and permanent summary records, both electronic and hard copy
as appropriate.
The guidance contained in this chapter is pertinent to grazing permit records (FSM 2230) as well
as allotment records including inspections, monitoring, and rangeland inventory and analysis
(FSM 2210).
61.1 – Electronic Records
Corporate electronic data systems include: database or information management systems and
geographic information systems utilized within the corporate environment to support grazing
permit administration and rangeland management. The authorized officer is responsible for the
establishment and maintenance of grazing permit related electronic data records within current
corporate data systems and for maintenance and retention of hard copy records.
In addition to corporate databases, corporate GIS layers and records are available. The
authorized officer is responsible for ensuring that appropriate rangeland and grazing permit
related information is maintained on GIS layers consistent with established data dictionary
standards. Paper records and printed maps are created and retained for current use and for
historical purposes.
Specific instruction in the use of corporate data systems and GIS layers is available through
online help systems, agency Intranet websites, and technical reference guides. Technical
references and online help systems are updated and maintained to reflect system changes and
enhancements as they occur.
61.2 – Hard Copy Records
The authorized officer is responsible for the continued maintenance of hard copy (paper) records
where electronic formats are not available or applicable, and/or where a hard copy version of a
document needs to be retained. Relevant to the grazing permit, retain allotment inspections,
monitoring, inventory, analysis, maps, and associated records in hard copy format in addition to
the electronic files. In addition, the authorized officer is responsible for the maintenance of all
historic hard copy grazing permit and allotment records.
61.3 – Official Grazing Permit Case Files
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
The authorized officer shall establish official case files for each individual grazing permit under
their jurisdiction. Maintain the official files, both electronic and hard copy, in a current status as
long as the permit is in force.
Archive electronic records in the corporate database pertinent to a closed permit periodically.
Hard copy case files are retained after the termination of the grazing permit as directed by FSH
6209.11, chapter 40. Retain records pertinent to long term management of the allotment
indefinitely.
The official case file shall be located at the authorized officer’s duty station. An “unofficial” or
“working” file may be kept at another location for reference. However, the unofficial file must
be kept current.
Archive the electronic file in the current corporate database system.
Divide the official hard copy file into subunits and documents filed chronologically therein with
the more recent documents in front of the older documents unless otherwise specified below.
The official hard copy file shall be subdivided into the following categories:
1. Grazing permit (including amendments or modifications following issuance). Place
amendments or modifications adopted following permit issuance in front of the permit.
Modifications for rangeland structural improvements will be filed with the grazing permit while
still active. Upon completion of the project and approval by the authorized officer, they will be
moved to the allotment folder.
2. Application for the grazing permit. The application should include, among other
things, documents relating to the satisfaction of the livestock and base property ownership
qualification requirements, brand registration certificates, and other documents necessary to
establish qualifications to hold the grazing permit.
3. Waivers, with current escrow waivers placed in the front.
4. Bills for collection and related documentation such as credits, refunds, and so forth.
5. Final decisions which resulted in permit action to cancel, suspend, or modify the
grazing permit, in whole or in part. Where applicable, include notices of noncompliance (ch. 10)
and administrative appeal decisions, if any, related to the permit action.
6. Correspondence by and between the authorized officer and the permit holder
concerning the livestock grazing activity authorized by the permit. Include allotment inspections
and implementation monitoring records pertinent to management of the grazing permit.
Official grazing permit files, both hard copy and electronic, are the only permanent record of
administrative actions related to a grazing permit. It is important that all documents, letters, and
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
other records related to a grazing permit and allotment management be retained in the official
file for that grazing permit or allotment. Priority correspondence that is completed in a corporate
correspondence database shall also be filed as hard copy with signatures in the official grazing
permit case file.
61.4 - Permanent Summary Record
Historically, a permanent summary record for each permit has been maintained as a card file
record. For the most part, the information contained on these card records has been supplanted
by information contained in the corporate databases. Therefore, the card file permanent
summary record will no longer be required to be maintained for current and future records, but
the existing historical records will be retained. However, prior to entering new data into the
corporate database, print an annual report and retain as a hard copy record in the permit files or
allotment for historical purposes. With the rapid change in technology, both in hardware
platforms and software applications, the ability to maintain and retain accurate long term
electronic records diminishes with time. Therefore, retain essential historical information in hard
copy format. The authorized officer is responsible for the maintenance of the historic permanent
record for each grazing permit. The authorized officer shall maintain a hard copy of all
information currently in the electronic corporate database.
The hard copy historic summary record of corporate database information provides the case
history of each grazing permit and allotment under the jurisdiction of the authorized officer.
Among other things, the summary records store permitted, authorized and actual use, status of
the grazing permit, inspection records, monitoring data, inventory and analysis information, and
historic photographs and maps. As a minimum the records should contain the following
information:
1. The name and address of the permit holder.
2. The permit number used to identify the grazing permit.
3. The total amount of permitted grazing use by allotment authorized by the permit in a
grazing season. This figure shall be shown in head months (HM).
4. The fees paid by the permit holder for the total amount of permitted grazing use
authorized by the permit in a grazing season (see item 3 above).
5. The total amount of actual grazing use by subunit within an allotment that occurred in
a grazing season. This figure shall also be shown in HM.
6. Where applicable, the refund or credit due where the amount of actual grazing use in a
grazing season (see item 5 above) was less than fees paid by the permit holder for the amount of
permitted grazing use authorized (see item 4 above). Credits will be reflected by a deduction
when the Bill for Collection for the next grazing season is issued.
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
7. Additional charges due and owing by the permit holder for grazing excess or
unauthorized livestock which exceed the amount of grazing authorized by the grazing permit.
8. Inspection records documenting allotment use under a grazing permit.
9. Monitoring records documenting effect of livestock grazing on the resource.
10. Inventory and analysis information for allotments.
11. Maps, photos and other information documenting the use of rangelands for livestock
grazing and other purposes.
61.5 – Official Grazing Permit Files and Permanent Summary Records Established
and Maintained by Third Party
In some instances, particularly where the Forest Service has entered into a grazing agreement
with a grazing association, it may be the responsibility of the grazing association to establish and
maintain the official hard copy association grazing permit files and hard copy permanent
summary record with respect to the member grazing permits issued by the grazing association to
its members and management of the allotments within the Association.
The grazing agreement shall specify that official hard copy grazing permit files and permanent
summary records established and maintained by the grazing association shall comply with the
requirements set forth in section 24. The grazing association will also be responsible for
maintaining an official record of the management of the allotment(s) under their responsibility.
The grazing agreement shall also specify that the Forest Service shall have free and unfettered
access to inspect and copy the documents contained in the official grazing permit files and
permanent summary records related to the grazing use authorized by the grazing agreement, that
copies (where requested) shall be provided to the Forest Service without charge, and that failure
to comply with these requirements shall be grounds for cancellation, or suspension of the grazing
agreement. See chapter 20 for more information regarding grazing agreements.
The authorized officer retains responsibility for maintenance of the electronic records related to
the grazing agreement and management of the allotment(s).
62 – MAINTENANCE OF OFFICIAL GRAZING PERMIT FILES AND PERMANENT
SUMMARY RECORDS
For general information regarding the maintenance of official grazing permit files and permanent
summary records, see FSH 6209.11, chapter 30.
The official 2210 and 2230 folders are maintained at the Unit level to which the delegation for
issuance of grazing permits has been granted (in most cases this is to the District Ranger).
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
Forests/Grasslands are encouraged to have copies of these folders at both the District and Forest
Supervisor’s office level in case of disaster.
IMPORTANT: In the event that there is an appeal of a permit action, only the documents filed
in the official folder can be used as evidence to support the action.
The official files should be organized in the following manner (exhibits 01 and 02) in the
standard six-tab folders. Similarity from Unit to Unit will allow us to communicate more
efficiently and locate documents more easily.
62 - Exhibit 01
2210 – Allotment Files
Side 1
Allotment Management Plans
(retain previous AMP under current)
Side 2
Allotment Maps (latest on top)
Analysis Summary Sheet(s)
Analysis Transect Data
Side 3
Annual Operating Instructions (retain
last few years under current – move
older AOI’s to Historical Folder)
Side 4
Modifications (completed) for
improvement work
Improvement Summary Sheet(s)
Side 5
NEPA Documents (allotment planning
and project level – only retain most
current or active in this folder)
Implementation Monitoring Records
Actual Use Records
Side 6
Correspondence
All Permanent Transect Records (such as inventory or long-term monitoring plots) may need to
be maintained in separate folders because of their size.
The current file folder should contain all recent records. All older records should be moved to a
Historical Folder set up in the same format as described above, and labeled, for example:
“Beaver Creek allotment 1997-2005.
R1 SUPPLEMENT 2209.13-2014-6
EFFECTIVE DATE: 05/08/2014
DURATION: This supplement is effective until superseded or removed.
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FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK
CHAPTER 60 - RECORDS
62 - Exhibit 02
2230 – Grazing Permit Files
Side 1
Permit Modifications
Term Permit
Designation of Agent
Managerial Agreement
Articles of Incorporation
Partnership or Corporation Statement
Side 2
Annual Applications (if any)
Waiver(s)
Side 3
Escrow Waiver(s)(keep current Escrow
Waiver on top and flagged)
Ownership Deed(s)
Base Property Map(s)
Qualification Ratings (if any)
Bill(s) of Sale
Brand registration (and renewals)
Side 4
Modifications for range improvement
work (when improvement is completed
and accepted, move modification to
2210 folder)
Side 5
Bills for Collection
Side 6
Correspondence
All out of date documents, including permit modifications for completed and accepted
improvement work should be moved to a Historical Folder set up in the same format as shown
above, and labeled, for example: “Smith, John E. 1974-2003”.
63 – DISPOSAL OF OFFICIAL GRAZING PERMIT FILES AND PERMANENT
SUMMARY RECORDS
For general information regarding the disposition of official grazing permit files and permanent
summary records, see FSH 6209.11, chapter 40.