[Subchapter B -- Records Management]
Part 1228 -- Disposition of Federal Records
Subpart A -- Records Disposition Programs
Part 1228, Subpart A was last amended on 6/27/02.
Sec.
1228.1 Scope of part.
Subpart A -- Records Disposition Programs
1228.10 Authority.
1228.12 Basic elements of disposition programs.
§1228.1 Scope of part.
This part sets policies and establishes standards, procedures, and techniques for the disposition of all Federal records in accordance with 44 U.S.C. chapters 21, 29, 31, and 33. The disposition of documentary materials created or acquired by a Federal agency, regardless of physical form or characteristics, is controlled by this part if any of the following conditions are met:
(a) The materials are created or received in the course of business and contain information related to the organization, functions, policies, decisions, procedures, operations, or other official activities of the agency. Also included is documentation of oral exchanges such as telephone conversations and meetings during which policy was discussed or formulated or other significant activities of the agency were planned, discussed, or transacted.
(b) The creation, retention, or disposition of the materials is mandated by statute or agency or other Federal regulations, directives, policies, or procedures.
(c) The materials are controlled, maintained, preserved, processed, filed, or otherwise handled following established agency procedures for records.
(d) The material contains unique information, such as substantive annotations, including drafts, transmittal sheets, and final documents or other materials circulated or made available to employees other than the creator for official purposes, such as approval, comment, action, recommendation, follow-up, or to keep agency staff informed regarding agency business.
(e) The material was created or received on an electronic mail system and it meets the definition of record. For specific instructions on the disposition of records created or received on electronic mail systems, see 36 CFR 1234.32.
Subpart A -- Records Disposition Programs
§1228.10 Authority.
The head of each agency (in accordance with 44 U.S.C. 2904, 3102, and 3301) is required to establish and maintain a records disposition program to ensure efficient, prompt, and orderly reduction in the quantity of records and to provide for the proper maintenance of records designated as permanent by NARA.
§1228.12 Basic elements of disposition programs.
The primary steps in managing a records disposition program are given below. Details of each element
are contained in the NARA records management handbook, Disposition of Federal Records (http://www.archives.gov/records_management/
publications/disposition_of_federal_records/index.html).
(a) Issue a program directive assigning authorities and responsibilities for records disposition activities in the agency and keep that directive up to date.
(b) Develop, implement, and maintain an accurate, current, and comprehensive records schedule.
(c) Train all agency personnel taking part in the agency's records disposition activities.
(d) Publicize the program to make all agency employees aware of their records disposition responsibilities.
(e) Evaluate the results of the program to ensure adequacy, effectiveness, and efficiency.
