id_2209.13-2011-5 Page 1 of 8 FOREST SERVICE HANDBOOK INTERMOUNTAIN REGION (REGION 4) OGDEN, UT FSH 2209.13 – GRAZING PERMIT ADMINISTRATION HANDBOOK CHAPTER 60 – RECORDS Interim Directive No.: 2209.13-2011-5 Effective Date: April 25, 2011 Duration: This interim directive expires on October 25, 2012 Approved: HARV FORSGREN Regional Forester Date Approved: 04/18/2011 Posting Instructions: Interim directives are numbered consecutively by Handbook number and calendar year. Post by document at the end of the chapter. Retain this transmittal as the first page(s) of this document. The last interim directive was 2209.13-2011-4 to chapter 50. New Document(s): id_2209.13-2011-5 8 Pages Superseded Document(s) by Issuance Number and Effective Date Digest: 60 – Provides direction by identifying the specific documents to be included in an official grazing permit case file. Clarifies direction on maintenance and disposal of official grazing permit case files and permanent summary records. 62 - Provides recommendation as to hard copy file ordering and maintenance. Provides modifications to Exhibits 01 and 02 to clarify intent and meaning. R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 2 of 8 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 R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 3 of 8 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 R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 4 of 8 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 R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 5 of 8 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. R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 6 of 8 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). R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 7 of 8 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. R4 INTERIM DIRECTIVE EFFECTIVE DATE: 04/25/2011 DURATION: This interim directive expires on 10/25/2012 id_2209.13-2011-5 Page 8 of 8 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.