[Federal Register Volume 64, Number 109 (Tuesday, June 8, 1999)]
[Notices]
[Pages 30547-30550]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-14382]
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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedules for Electronic Copies Previously Covered by
General Records Schedule 20; Availability and Request for Comments
AGENCY: National Archives and Records Administration, Office of Records
Services--Washington, DC.
ACTION: Notice of availability of proposed records schedules; request
for comments.
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SUMMARY: The National Archives and Records Administration (NARA)
publishes notice at least once monthly of certain Federal agency
requests for records disposition authority (records schedules). Once
approved by NARA, records schedules provide mandatory instructions on
what happens to records when no longer needed for current Government
business. They authorize the preservation of records of continuing
value in the National Archives of the United States and the
destruction, after a specified period, of records lacking
administrative, legal, research, or other value. Notice is published
for records schedules in which agencies propose to destroy records not
previously authorized for disposal or reduce the retention period of
records already authorized for disposal.
This request for comments pertains solely to schedules for
electronic copies of records created using word processing and
electronic mail where the recordkeeping copies are already scheduled.
(Electronic copies are records created using word processing or
electronic mail software that remain in storage on the computer system
after the recordkeeping copies are produced.)
These records were previously approved for disposal under General
Records Schedule 20, Items 13 and 14. Pursuant to NARA Bulletin 99-04,
agencies must submit schedules for the electronic copies associated
with program records and administrative records not covered by the
General Records Schedules. NARA invites public comments on such records
schedules, as required by 44 U.S.C. 3303a(a). To facilitate review of
these schedules, their availability for comment is announced in Federal
Register notices separate from those used for other records disposition
schedules.
DATES: Requests for copies must be received in writing on or before
July 23, 1999. On request, NARA will send a copy of the schedule. NARA
staff usually prepare appraisal memorandums concerning a proposed
schedule. These, too, may be requested. Requesters will be given 30
days to submit comments.
Some schedules submitted in accordance with NARA Bulletin 99-04
group records by program, function, or organizational element. These
schedules do not include descriptions at the file series level, but,
instead, provide citations to previously approved schedules or agency
records disposition manuals (see Supplementary Information section of
this notice). To facilitate review of such disposition requests,
previously approved schedules or manuals that are cited may be
requested in addition to schedules for the electronic copies. NARA will
provide the first 100 pages at no cost. NARA may charge $.20 per page
for additional copies. These materials also may be examined at no cost
at the National Archives at College Park (8601 Adelphi Road, College
Park, MD).
ADDRESSES: To request a copy of any records schedule identified in this
notice, write to the Life Cycle Management Division (NWML), National
Archives and Records Administration (NARA), 8601 Adelphi Road, College
Park, MD 20740-6001. Requests also may be transmitted by FAX to 301-
713-6852 or by e-mail to records.mgt@arch2.nara.gov.
Requesters must cite the control number, which appears in
parentheses after the name of the agency which submitted the schedule,
and must provide a mailing address. Those who desire appraisal reports
and/or copies of previously approved schedules or manuals should so
indicate in their request.
FOR FURTHER INFORMATION CONTACT: Marie Allen, Director, Life Cycle
Management Division (NWML), National Archives and Records
Administration, 8601 Adelphi Road, College Park, MD 20740-6001.
Telephone: (301)713-7110. E-mail: records.mgt@arch2.nara.gov.
SUPPLEMENTARY INFORMATION: Each year Federal agencies create billions
of records on paper, film, magnetic tape, and other media. To control
this accumulation, agency records managers prepare schedules proposing
retention periods for records and submit these schedules for NARA
approval, using the
[[Page 30548]]
Standard Form (SF) 115, Request for Records Disposition Authority.
These schedules provide for the timely transfer into the National
Archives of historically valuable records and authorize the disposal of
all other records after the agency no longer needs the records to
conduct its business. Routine administrative records common to most
agencies are approved for disposal in the General Records Schedules
(GRS), which are disposition schedules issued by NARA that apply
Government-wide.
In the past, NARA approved the disposal of electronic copies of
records created using electronic mail and word processing via General
Records Schedule 20, Items 13 (word processing documents) and 14
(electronic mail). However, NARA has determined that a different
approach to the disposition of electronic copies is needed. In 1998,
the Archivist of the United States established an interagency
Electronic Records Work Group to address this issue and pursuant to its
recommendations, decided that agencies must submit schedules for the
electronic copies of program records and administrative records not
covered by the GRS. On March 25, 1999, the Archivist issued NARA
Bulletin 99-04, which tells agencies what they must do to schedule
electronic copies associated with previously scheduled program records
and certain administrative records that were previously scheduled under
GRS 20, Items 13 and 14.
Schedules submitted in accordance with NARA Bulletin 99-04 only
cover the electronic copies associated with previously scheduled
series. Agencies that wish to schedule hitherto unscheduled series must
submit separate SF 115s that cover both recordkeeping copies and
electronic copies used to create them.
In developing SF 115s for the electronic copies of scheduled
records, agencies may use either of two scheduling models. They may add
an appropriate disposition for the electronic copies formerly covered
by GRS 20, Items 13 and 14, to every item in their manuals or records
schedules where the recordkeeping copy has been created with a word
processing or electronic mail application. This approach is described
as Model 1 in Bulletin 99-04. Alternatively, agencies may group records
by program, function, or organizational component and propose
disposition instructions for the electronic copies associated with each
grouping. This approach is described as Model 2 in the Bulletin.
Schedules that follow Model 2 do not describe records at the series
level.
For each schedule covered by this notice the following information
is provided: name of the Federal agency and any subdivisions requesting
disposition authority; the organizational unit(s) accumulating the
records or a statement that the schedule has agency-wide applicability
in the case of schedules that cover records that may be accumulated
throughout an agency; the control number assigned to each schedule; the
total number of schedule items; the number of temporary items (the
record series proposed for destruction); a brief description of the
temporary electronic copies; and citations to previously approved SF
115s or printed disposition manuals that scheduled the recordkeeping
copies associated with the electronic copies covered by the pending
schedule. If a cited manual or schedule is available from the
Government Printing Office or has been posted to a publicly available
Web site, this too is noted.
Further information about the disposition process is available on
request.
Schedules Pending
1. National Archives and Records Administration, Agency-wide (N9-
64-99-1, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
routine program administration, committee management, and the use of
free-lance editorial services. Recordkeeping copies of these files are
included in Appendix 1 of the NARA Files Maintenance and Records
Disposition Manual and Disposition Job N1-64-96-2. Appendix 1 is
available on the NARA Web site (http://ardor.nara.gov/nara/index.html).
2. National Archives and Records Administration, Agency-wide (N9-
64-99-2, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
general administration. Included are electronic copies of records
pertaining to space requirements and other housekeeping matters,
reproduction fees, the publication of Federal Register notices, the
development of forms, the protection of security-classified
information, and the management of records accumulated by NARA's
component offices.
Recordkeeping copies of these files are included in Appendix 2 of
the NARA Files Maintenance and Records Disposition Manual and
Disposition Job N1-64-96-2. Appendix 2 is available on the NARA Web
site (http://ardor.nara.gov/nara/index.html).
3. National Archives and Records Administration, Agency-wide (N9-
64-99-3, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
personnel management. Included are electronic copies of records
pertaining to such subjects as the development and implementation of
automated personnel and manpower information systems, pay and leave
administration, charitable contribution campaigns, and savings bond
drives. Recordkeeping copies of these files are included in Appendix 3
of the NARA Files Maintenance and Records Disposition Manual. Appendix
3 is available on the NARA Web site (http://ardor.nara.gov/nara/
index.html).
4. National Archives and Records Administration, Agency-wide (N9-
64-99-4, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
budget, accounting, and financial management. Included are electronic
copies of records pertaining to such subjects as the preparation of
annual budget estimates and justifications, the development of
operating budget plans, reimbursable agreements with other agencies,
and cash management. Recordkeeping copies of these files are included
in Appendix 4 of the NARA Files Maintenance and Records Disposition
Manual. Appendix 4 is available on the NARA Web site (http://
ardor.nara.gov/nara/index.html).
5. National Archives and Records Administration, Agency-wide (N9-
64-99-5, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
property and procurement. Included are electronic copies of records
pertaining to such subjects as general supply and services matters, the
control of personal property, the maintenance of office equipment, and
procurement policies. Recordkeeping copies of these files are included
in Appendix 5 of the NARA Files Maintenance and Records Disposition
Manual. Appendix 5 is available on the NARA Web site (htttp://
ardor.nara.gov/nara/index.html).
6. National Archives and Records Administration, Agency-wide (N9-
64-99-6, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
facilities. Included are electronic copies of records pertaining to
such subjects as community activities, the establishment of health
units, requisitions for supplies and services, sanitation and snow
removal, the operation of concessions,
[[Page 30549]]
and the maintenance of mechanical equipment. Recordkeeping copies of
these files are included in Appendix 6 of the NARA Files Maintenance
and Records Disposition Manual. Appendix 6 is available on the NARA Web
site (http://ardor.nara.gov/nara/index.html).
7. National Archives and Records Administration, Agency-wide (N9-
64-99-7, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to travel
and transportation. Included are electronic copies of records
pertaining to the development of agency-wide travel policies, payments
for transportation services involving non-routine conditions, and the
issuance of official passports. Recordkeeping copies of these files are
included in Appendix 7 of the NARA Files Maintenance and Records
Disposition Manual.
8. National Archives and Records Administration, Agency-wide (N9-
64-99-8, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
automatic data processing and word processing. Included are electronic
copies of records pertaining to such subjects as the day-to-day
administration of ADP programs, cost and staffing matters, and ADP
training. Recordkeeping copies of these files are included in Appendix
8 of the NARA Files Maintenance and Records Disposition Manual.
9. National Archives and Records Administration, Agency-wide (N9-
64-99-9, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
legislative and congressional relations. Included are electronic copies
of records pertaining to the status of proposed legislation, comments
on proposed legislation maintained by offices other than the office
responsible for agency-wide legislative liaison, and conversations with
Members of Congress and their staffs. Recordkeeping copies of these
files are included in Appendix 9 of the NARA Files Maintenance and
Records Disposition Manual.
10. National Archives and Records Administration, Agency-wide (N9-
64-99-10, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to public
information activities. Included are electronic copies of such records
as press clippings about NARA, biographies of leading NARA
personalities, and letters of commendation or complaint. Recordkeeping
copies of these files are included in Appendix 10 of the NARA Files
Maintenance and Records Disposition Manual.
11. National Archives and Records Administration, Agency-wide (N9-
64-99-11, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to legal
matters, such as model copies of contracts and leases, copies of
statutes and legal opinions used for reference, and files relating to
potential tort claims where a claim is not formally submitted.
Recordkeeping copies of these files are included in Disposition Job N1-
64-96-3.
12. National Archives and Records Administration, Agency-wide (N9-
64-99-12, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to audits
and investigations. Included are electronic copies of records
pertaining to such subjects as day-to-day administration of the audit
function (excluding files on specific cases), guidance provided to
auditors, determination of areas for audit, and summaries of audits.
Recordkeeping copies of these files are included in Appendix 12 of the
NARA Files Maintenance and Records Disposition Manual.
13. National Archives and Records Administration, Agency-wide (N9-
64-99-13, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to NARA
programs for the management, disposition, and storage of Federal
records. Included are electronic copies of records pertaining to such
subjects as the operation of agency records centers, records management
workshops for staff of Federal agencies, the publication in the Federal
Register of notices of pending records disposition schedules, and the
activities of Federal Records Centers, including accessioning,
disposal, and reference. Recordkeeping copies of these files are
included in Appendix 13 of the NARA Files Maintenance and Records
Disposition Manual.
14. National Archives and Records Administration, Agency-wide (N9-
64-99-14, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to
archives, presidential materials, and donated materials. Included are
electronic copies of records pertaining to such subjects as the
preparation and approval of annual work plans, arrangement and
description projects, reference and reproduction services, the
operation of research rooms, and inspections of regional archival
facilities. Recordkeeping copies of these files are included in
Appendix 14 of the NARA Files Maintenance and Records Disposition
Manual.
15. National Archives and Records Administration, Agency-wide (N9-
64-99-15, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to the
Federal Register. Included are electronic copies of records pertaining
to such subjects as studies of Federal Register operations and
policies, relations with Federal agencies concerning the publication of
regulations, and the publication of documents, including copies of the
published documents. Recordkeeping copies of these files are included
in Appendix 15 of the NARA Files Maintenance and Records Disposition
Manual.
16. National Archives and Records Administration, Agency-wide (N9-
64-99-16, 2 items, 2 temporary items). Electronic copies of records
created using electronic mail and word processing that relate to public
programs. Included are electronic copies of records pertaining to such
subjects as interpretive programs at NARA facilities, the National
Archives volunteer program, museum shop operations, educational and
training programs, and the preparation and sale of publications.
Recordkeeping copies of these files are included in Appendix 16 of the
NARA Files Maintenance and Records Disposition Manual.
17. National Archives and Records Administration, National
Historical Publications and Records Commission (N9-64-99-17, 2 items, 2
temporary items). Electronic copies of records created using electronic
mail and word processing that relate to the National Historical
Publications and Records Commission. Included are electronic copies of
records pertaining to such subjects as Commission meetings, annual
reports, grants, and training in documentary editing. Recordkeeping
copies of these files are included in Appendix 17 of the NARA Files
Maintenance and Records Disposition Manual.
18. National Archives and Records Administration, Agency-wide (N9-
64-99-18, 2 items, 2 temporary items). Electronic copies created using
electronic mail and word processing that relate to the National
Archives Trust Fund. Included are electronic copies of records
pertaining to such subjects as annual reports of the Trust Fund,
service orders, and the deposit of monies received. Recordkeeping
copies
[[Page 30550]]
of these files are included in Appendix 18 of the NARA Files
Maintenance and Records Disposition Manual.
Dated: May 21, 1999.
Geraldine Phillips,
Acting Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 99-14382 Filed 6-7-99; 8:45 am]
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