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Chapter 09 Legislative and Congressional Relations

July 12, 2000

These operational records relate to developing and presenting NARAs legislative program to Congress, screening and researching bills of interest to NARA, and having oral and written communications with Members of Congress and congressional committees.

Legislation

File #DescriptionDisposition
901 Annual Legislation Program Files
Documents created in submitting, to the Office of Management and Budget (OMB), NARA's proposed legislative program. These files are maintained by the office responsible for tracking NARA's legislative program. Files are arranged chronologically. PERMANENT. Cut off annually, hold 4 years, and retire to records center. Transfer to NARA in 5-year blocks when 15 years old. (N1-64-87-1)
902 Legislation Case Files
Case files created in the preparation, processing, and tracking of legislation proposed by or of interest to NARA. Included are drafts of bills, correspondence with OMB and the relevant committees, testimony, committee reports, transcripts of hearings, materials relating to the preparation of hearings, and periodic status reports. These files are maintained by the office responsible for tracking NARA's legislative program.
902-1 Case files relating to legislation that significantly affects the mission, structure, organization, or policies of NARA. Files are arranged alphabetically by subject and thereunder numerically by bill number. PERMANENT. Cut off at the end of each Congress. Transfer to NARA in 4-year blocks when 15 years old. (N1-64-93-2, item 3a)
902-2 Case files relating to legislation that does NOT significantly affect NARA. Cut off at the end of each Congress. Destroy when 6 years old. (N1-64-93-2, item 3b)
903 Legislation Tracking Files
Tracking sheets and reports on the content and status of proposed legislation. Documents are arranged by bill number (e.g., Senate Bill, House Bill, Draft Bill). Cut off at end of each session. Destroy when 1 year old. (N1-64-87-1)
904 Office Legislation Files
Files accumulated by individual offices in drafting or commenting on proposed legislation. Cut off at the end of each Congress. Destroy when 2 years old. (N1-64-87-1)

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Congressional Communications

File #DescriptionDisposition
905 Testimony
Chronological file of testimonies before congressional committees relating to oversight activities, investigations, and confirmation hearings. Included are testimonies, transcripts, and papers on the selection of witnesses to testify before congressional committees. These files are maintained by the office responsible for monitoring NARA's congressional activities. Files are arranged by date of testimony. (EXCLUDED are testimonies relating to specific legislation which are filed under file no. 902-1.) PERMANENT. Cut off at the end of each Congress (every 2 years) and hold 4 years. Transfer to NARA in 4-year blocks when 4 years old. (N1-64-90-1)
906 Congressional Correspondence
906-1 Copies of incoming and outgoing congressional correspondence of a substantive nature. Inquiries are originated by Members of Congress and pertain to substantive policy issues and program functions (e.g., plans, objectives, or responsibilities). These files are maintained by the office with primary responsibility for controlling this type of congressional correspondence. Files are arranged chronologically. PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when 15 years old. (N1-64-87-1)
906-2 Copies of incoming and outgoing congressional correspondence of a routine nature. Inquiries are originated by congressmen or constituents concerning requests for reference services, general information about NARA exhibits, etc. These files are maintained by the office with primary responsibility for controlling this type of congressional correspondence. Cut off annually. Destroy when 2 years old. (N1-64-87-1)
906-3 Record copy of incoming and outgoing correspondence and related background materials maintained by the office responsible for preparing and coordinating the response. File with related functional file. (N1-64-87-1)
907 Congressional Contact Files
Reports and memoranda documenting conversations with Members of Congress and their staffs. Cut off annually. Destroy when 3 years old. (N1-64-87-1)

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
999 Word Processing Files and Electronic Mail (E-mail) Records
999-1 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating or revision. (GRS 20, item 13)
999-2 E-mail Records. Senders' and recipients' versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14)

NOTE: Along with the message text, the recordkeeping system must capture the names of sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data when required.
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