r5-2209.13-60-2011-5.. - USDA Forest Service by wuyunyi

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                                     FOREST SERVICE HANDBOOK
                                   PACIFIC SOUTHWEST REGION (R5)
                                            VALLEJO, CA



          FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK

                                  CHAPTER 60 - RECORDS

Interim Directive No.: 2209.13-2011-5

Effective Date: March 30, 2011

Duration: This interim directive expires on September 30, 2012.

Approved: RANDY MOORE                                         Date Approved: 3/30/2011
          Regional Forester

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Superseded Document(s) by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.
R5 INTERIM DIRECTIVE                                                                                         id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                                                   Page 2 of 8
DURATION: This interim directive expires on 9/30/2012.

                       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
R5 INTERIM DIRECTIVE                                                              id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                        Page 3 of 8
DURATION: This interim directive expires on 9/30/2012.

                     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

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.
R5 INTERIM DIRECTIVE                                                             id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                       Page 4 of 8
DURATION: This interim directive expires on 9/30/2012.

                     FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK
                                      CHAPTER 60 - RECORDS


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
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.
R5 INTERIM DIRECTIVE                                                           id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                     Page 5 of 8
DURATION: This interim directive expires on 9/30/2012.

                     FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK
                                      CHAPTER 60 - RECORDS


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.

       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.
R5 INTERIM DIRECTIVE                                                            id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                      Page 6 of 8
DURATION: This interim directive expires on 9/30/2012.

                     FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK
                                      CHAPTER 60 - RECORDS


         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).
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.
R5 INTERIM DIRECTIVE                                                                   id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                             Page 7 of 8
DURATION: This interim directive expires on 9/30/2012.

                     FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK
                                      CHAPTER 60 - RECORDS


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                                                   Side 2
   Allotment Management Plans                              Allotment Maps (latest on top)
   (retain previous AMP under current)                     Analysis Summary Sheet(s)
                                                           Analysis Transect Data
Side 3                                                   Side 4
   Annual Operating Instructions (retain                   Modifications (completed) for
   last few years under current - move                     improvement work
   older AOI’s to Historical Folder)                       Improvement Summary Sheet(s)
Side 5                                                   Side 6
   NEPA Documents (allotment planning                      Correspondence
   and project level - only retain most
   current or active in this folder)
   Implementation Monitoring Records
   Actual Use Records

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.
R5 INTERIM DIRECTIVE                                                                      id_2209.13-2011-5
EFFECTIVE DATE: 3/ 30/2011                                                                Page 8 of 8
DURATION: This interim directive expires on 9/30/2012.

                     FSH 2209.13 - GRAZING PERMIT ADMINISTRATION HANDBOOK
                                      CHAPTER 60 - RECORDS


                                                    62 - Exhibit 02

                                           2230 - Grazing Permit Files

Side 1                                                   Side 2
   Permit Modifications                                    Annual Applications (if any)
   Term Permit                                             Waiver(s)
   Designation of Agent
   Managerial Agreement
   Articles of Incorporation
   Partnership or Corporation Statement

Side 3                                                   Side 4
  Escrow Waiver(s)(keep current Escrow                     Modifications for range improvement
  Waiver on top and flagged)                               work (when improvement is completed
  Ownership Deed(s)                                        and accepted, move modification to
  Base Property Map(s)                                     2210 folder)
  Qualification Ratings (if any)
  Bill(s) of Sale
  Brand registration (and renewals)

Side 5                                                   Side 6
  Bills for Collection                                     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.

								
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