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GS-107: Food Service

Series Number Series Title Description Retention Disposition Citation Approval Date
012254 Cook and Meal Evaluations This series documents any records created to evaluate or inspect cooks, food preparation, food quality or food service. Retain 1 year(s) after creation Non-confidential Destruction 5/21/2001
012255 Cook's Worksheets This series documents any records created to control the meal preparation process, including, but not limited to assignments, recipes to be used, start times, cooking times, and supplies or foodstuffs to be used. Retain 1 month(s) after creation Non-confidential Destruction 5/21/2001
012256 Diet Records This series documents the receipt of and compliance with special diet requirements for selected individuals, generally based on special medical or religious needs. Retain 1 year(s) after creation Confidential Destruction 5/21/2001
012258 Food Allotment Records This series documents the request, issue and control of bulk foods received by the facility from any source, including USDA, vendors and agency warehouses. Retain 2 year(s) after creation Non-confidential Destruction 5/21/2001
012259 Food Cost Records This series documents the control of food costs, including but not limited to: average meal costs, recipe costs and special dietary costs. Retain 3 year(s) after creation Non-confidential Destruction 5/21/2001
012260 Food Issue Records This series documents the internal control of foodstuffs and condiments, includes issues to cooks and other kitchen workers, and disposal of spoiled items. Retain 2 year(s) after creation Non-confidential Destruction 5/21/2001
012261 Health Certificates This series documents the receipt of medical clearance for employees, volunteers, students, patients or inmates to work in food service operations. Retain 2 year(s) after last action Confidential Destruction 5/21/2001
012262 Hi/Low Sheets This series includes records of meals prepared versus meals actually served and any other record kept to assist in predicting future number of meals to be served. Retain 1 year(s) after creation Non-confidential Destruction 5/21/2001
012263 Housekeeping/Cleanup Records This series includes any record used to assign housekeeping or cleanup responsibilities, document completion of assignments or evaluate performance of assignments. Retain 1 month(s) after creation Non-confidential Destruction 5/21/2001
012264 Inventory Records - Knives and Tools This series documents any required daily control or inventory of knives and other utensils or equipment for security purposes. Retain 1 year(s) after creation Non-confidential Destruction 5/21/2001
012265 Inventory Records - Other Inventories This series documents other inventories not listed on this schedule or other schedules. Retain until after no longer administratively useful Non-confidential Destruction 5/21/2001
012257 Inventory Records - Perpetual Inventories of Stocks This series documents the routine control of foodstuffs, condiments and other consumable supplies. Retain 6 month(s) after creation Non-confidential Destruction 5/21/2001
012266 Logs, Checklists or Control Records This series includes any food service log, checklist or control record not otherwise listed on this schedule. Retain 1 year(s) after creation Non-confidential Destruction 5/21/2001
012267 Meal Count Sheets This series documents the completion of daily counts, registers or sign-in sheets the track the number or names of diners at each meal. Retain 1 month(s) after creation Non-confidential Destruction 5/21/2001
012268 Menus and Standardized Recipes This series includes all required or standardized menus that are used by kitchen personnel. Retain until after superseded, obsolete, or rescinded Non-confidential Destruction 5/21/2001
012269 Modified Diet Census This series includes any records used to collectively plan the preparation of special diet requirements over time, including menu planning and special orders. Retain 6 month(s) after creation Confidential Destruction 5/21/2001
012270 Sanitation Inspections This series documents the routine inspection of sanitary conditions in food preparation, storage or serving areas. Retain 2 year(s) after creation Non-confidential Destruction 5/21/2001
012702 Sanitation/Safe-Serv Certifications This series documents certification that an individual has passed a course on sanitary/safe handling of food, utensils, cooking equipment and serving lines. Retain 1 year(s) after expiration Non-confidential Destruction 5/21/2001
012271 USDA Refund Requests This series documents requests to the US Department of Agriculture (USDA) for refund of expenditures in support of USDA sponsored programs. Retain 3 year(s) after creation Non-confidential Destruction 7CFR250.16 5/21/2001
012272 USDA Reports This series documents the preparation and submission of reports required by the U.S. Department of Agriculture (USDA) to control USDA-provided foodstuffs, condiments, or funds. Retain 3 year(s) after creation Non-confidential Destruction 7CFR250.16 5/21/2001