Glossary - As is Model
Access Restrictions (Arrow)
Restrictions on physical and intellectual access to the archival material.
Used At:
A43:Transfer-Accession Documentary Material
A51:Establish Initial Control
Agency Cultures (Arrow)
Attitudes, procedures, and habits developed over time within a government entity which affect how people perform their functions but which are not required by formal policy or law.
Used At:
A3:Determine Disposition
Agreement to Destroy Presidential Records (Arrow)
Concurrence from the Archivist of the United States allowing destruction of Presidential records by the current Presidential administration.
Used At:
A4:Implement Disposition
Agreement to Donate (Arrow)
An understanding (formal or informal) between a donor and NARA that the donor intends to donate material to the National Archives and that NARA will accept the donation.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
Appeal for Withheld or Partially Released Material (Arrow)
A formal request for reconsideration of an access review determination.
Used At:
A6:Provide Access to Archival Material
Appraisal Memo (Arrow)
An analytical report that describes the records submitted on a schedule and their informational or evidential value, the organizational context within which they are generated, and whether the agency-proposed disposition instructions are appropriate.
Used At:
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
Appraise Records Covered by Schedule (Activity)
The process of determining the value, and thus the appropriate disposition of records, making them either temporary or permanent.
Used At:
A31:Determine Disposition of Federal Records
Approval or Denial of the Release of Presidential Records (Arrow)
An approval or denial of the release of Presidential records.
Used At:
A53:Perform Access Review
Approve Proposed Disposition (Activity)
Approval of the proposed disposition by the Archivist of the United States and other required NARA officials.
Used At:
A313:Review Appraisal
Approve Retirement (Activity)
Processing and approving a request to retire records submitted via a SF 135.
Used At:
A42:Retire Documentary Material
Approve SF 258 (Activity)
Carry out all process related the management of all necessary NARA personnel signing a submitted SF 258.
These processes do not include the processes related to the inspection and verification of the records relating to the SF 258, only the processes related to the form itself.
Used At:
A43:Transfer-Accession Documentary Material
Approved Deed of Gift (Arrow)
A legally binding document signed by an authorized NARA official and a donor transferring legal custody for a group of documentary materials from the donor to NARA. This document may include restrictions imposed by the donor on the donated materials.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Approved Instrument of Transfer (Arrow)
A document used to transfer physical and/or legal custody of a group of documentary material from the creator to NARA. This applies almost exclusively to transfers between the Supreme Court and Congress to NARA.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A6:Provide Access to Archival Material
Approved OF 11 (Arrow)
An OF 11 approved and signed by authorized NARA personnel.
Used At:
A42:Retire Documentary Material
Approved Request for Documentary Material Action (Arrow)
A request for documentary material action that has been approved by NARA.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Implement Disposition
Approved SF 135 (Arrow)
An SF 135 approved and signed by authorized NARA personnel.
Used At:
A42:Retire Documentary Material
Approved SF 135 with Receipt Signature (Arrow)
An approved SF 135 with a signature verifying that the material described on the SF 135 were correctly received at a Federal records center.
Used At:
A42:Retire Documentary Material
Approved SF 258 (Arrow)
An SF 258 that has been signed by all appropriate agency and NARA personnel authorizing the transfer of legal custody of a group of Federal records.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
Approved Transfer Document (Arrow)
An approved document authorizing the transfer of custody (primarily legal custody) for a group of material to NARA. These documents include the approved SF 258, deed of gift, and other approved instruments of transfer.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A51:Establish Initial Control
A5:Perform Archival Processing
Archival Description (Arrow)
The product of establishing physical and/or intellectual control of documentary material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A52:Establish Archival Control
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Archival Material (Arrow)
Documentary material determined to have archival value, and so identified for permanent preservation.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A5:Perform Archival Processing
Archivally-Controlled Archival Material (Arrow)
Archival material which has enhanced physical and intellectual control.
Used At:
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
Arrange Records (Activity)
To perform the intellectual and physical processes necessary to organize archival material in accordance with accepted archival principles.
Used At:
A52:Establish Archival Control
Blank Records Action Forms (Arrow)
Approved forms (such as the SF 115, SF 135, SF 258, or OF 11) provided for use by government agencies and NARA customers.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A31:Determine Disposition of Federal Records
A3:Determine Disposition
Blank SF 115 (Arrow)
A blank Standard Form 115, Request for Records Disposition Authority.
Used At:
A311:Create Proposed Schedule
Completed SF 258 (Arrow)
An SF 258 that includes the preliminary NARA signature and the accession number assigned to the materials.
Used At:
A43:Transfer-Accession Documentary Material
Conduct Initial Review (Activity)
Review proposed schedule for minimal acceptance and register schedule in tracking system.
Used At:
A312:Appraise Records Covered by Schedule
Conduct Records Management (Activity)
To conduct activities which support the effective creation, maintenance, use and disposition of documentary material in a manner appropriate for the type of creator. In a government entity or large organization, these activities would include developing and managing a planned, coordinated set of policies, procedures,and activities needed to manage the creator's documentary material. Essential elements of such a records management program would include issuing up-to-date program directives, properly training those responsible for implementation, publicizing the program, and carefully evaluating the results to ensure adequacy, effectiveness, and efficiency.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Consult with OMB and Other External Stakeholders (Activity)
Seek input and/or approval from the Office of Management and Budget and other external stakeholders on proposed new or modified GRS.
Used At:
A312:Appraise Records Covered by Schedule
Copy of Archival Material (Arrow)
A reproduction of the archival material created for use within NARA facilities. This is not a reproduction created for sale to the public.
Used At:
A51:Establish Initial Control
Create a Solicitation Plan (Activity)
Identify desirable collections, donors, or subject areas for solicitation and develop strategies for obtaining donations.
Used At:
A32:Determine Disposition of Candidate Donated Material
Create Archival Description (Activity)
To create a written representation of the physical and intellectual qualities of the archival material, including their arrangement and provenance.
Used At:
A52:Establish Archival Control
Create Documentary Material (Activity)
To cause documentary material to come into existence.
Used At:
A1:Use Documentary Material to Conduct Business
Create Draft Schedule (Activity)
To create a preliminary document (using an SF 115) that identifies, describes, and makes recommendations regarding the disposition of records.
Used At:
A311:Create Proposed Schedule
Create Preliminary Description (Activity)
To create, assemble, or identify information that is essential to providing access to the material or which can be of use in providing access to the material.
Used At:
A51:Establish Initial Control
Create Proposed Schedule (Activity)
To identify, describe, and make recommendations regarding the disposition of records.
Used At:
A31:Determine Disposition of Federal Records
Created Documentary Material (Arrow)
Documentary material that is produced by the conduct of business or activities of the creator.
Used At:
A1:Use Documentary Material to Conduct Business
Creator's Business Function (Arrow)
Motivations driving the creator of the documentary material that determine what kind of material is created and how it is used and maintained.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
Describe Documentary Material (Activity)
Collecting information about the documentary material to include in a records inventory, such as series titles, inclusive dates, the content of the records, media, arrangement, format, volume, annual accumulation, vital record status, restrictions and access and use, and condition.
Used At:
A3111:Inventory Documentary Material
Descriptions of Documentary Material (Arrow)
Information that describes the documentary material, such as the title, arrangement, content, context, structure, volume, types of media, and format.
Used At:
A3111:Inventory Documentary Material
Descriptions with Proposed Retentions (Arrow)
Descriptions of documentary material and proposed retention periods for the material.
Used At:
A3111:Inventory Documentary Material
Desk Response (Arrow)
A response to a request that can be provided without identifying responsive materials.
Used At:
A6:Provide Access to Archival Material
Destroyed Documentary Material (Arrow)
Documentary material that are legally and appropriately destroyed.
Used At:
A4:Implement Disposition
Determine Applicable Restrictions (Activity)
An identification of the access restrictions that apply to the material and their content.
Used At:
A53:Perform Access Review
Determine Disposition (Activity)
The process of assessing the value of documentary material to recommend or determine its retention period, including whether it should eventually be transferred to the National Archives. These processes include scheduling and appraisal of Federal records, and soliciting for donation documentary material, as well as the determinations made by Presidential administrations, Congress, and the Supreme Court on the disposition of the documentary material they create.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Determine Disposition of Candidate Donated Material (Activity)
Carry out activities that result in the identification and acquisition of documentary material suitable for donation to the National Archives.
Used At:
A3:Determine Disposition
Determine Disposition of Federal Records (Activity)
Carry out activities that result in an approved disposition for Federal records (i.e. an approved records schedule or disposition authority).
Used At:
A3:Determine Disposition
Determine Disposition of Supreme Court and Legislative Records (Activity)
Determination of which documentary material produced is to be permanently retained and which may be destroyed--made by the Chief Justice of the Supreme Court for records of the Supreme Court and by appropriate Congressional personnel for Congressional records.
Used At:
A3:Determine Disposition
Determined Applicable Restrictions (Arrow)
An identification of the access restrictions that apply to the material and its content.
Used At:
A53:Perform Access Review
Develop Processing Plan (Activity)
Identify strategies and priorities for processing existing holdings, including recent or planned accessions.
Used At:
A52:Establish Archival Control
Disapproved Request for Documentary Material Action (Arrow)
A request for documentary material action that has been denied by NARA.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Dispose Documentary Material (Activity)
To take an action regarding temporary records or other documentary material after their retention period expires. This action is usually destruction, but it can also be donation to an archival custodian other than NARA or returning the material to another authorized custodian.
Used At:
A4:Implement Disposition
Disposition Determination (Arrow)
A decision which authorizes a government entity or non-government entity to carry out a disposition action--destroy, donate, transfer physical custody, transfer legal custody-on documentary material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
Disposition Recommendation (Arrow)
A recommendation either approving or not approving a proposed disposition. This recommendation can include supporting documentation.
Used At:
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
Dispositioned Documentary Material (Arrow)
Documentary material that has had a disposition action taken on it, such as disposal, retirement, or transfer to the National Archives.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A4:Implement Disposition
A6:Provide Access to Archival Material
Documentary Material (Arrow)
Records (temporary or permanent), nonrecord material, personal papers or artifacts that refer to all media containing recorded information, regardless of the nature of the media or the method(s) or circumstance(s) of recording.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
Documentary Material Appropriate for Disposal (Arrow)
Documentary material that has been identified for disposal.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A42:Retire Documentary Material
A4:Implement Disposition
A52:Establish Archival Control
A5:Perform Archival Processing
Documentary Material Appropriate for Transfer (Arrow)
Documentary material ready to be transferred to NARA's physical and/or legal custody.
Used At:
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
Documentary Material for Courtesy Storage (Arrow)
Documentary material that the creator no longer wishes to store and which is being transferred to NARA's physical but not legal custody to be maintained as a courtesy for the creator.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A42:Retire Documentary Material
A4:Implement Disposition
Documentary Material Identified for Immediate Disposal (Arrow)
Documentary material that does not need to be maintained.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A4:Implement Disposition
Donated Documentary Material (Arrow)
Documentary material donated to an archival custodian other than NARA.
Used At:
A4:Implement Disposition
Draft Schedule (Arrow)
A preliminary document (usually on an SF 115) that identifies, describes, and makes recommendations regarding the disposition of records.
Used At:
A311:Create Proposed Schedule
Enhance Accession Dossier or Donor File (Activity)
Adding the approved transfer document and other documentation and information gathered during the initial control process to the accession dossier or donor file.
Used At:
A51:Establish Initial Control
Establish Archival Control (Activity)
To carry out the processes used to enhance physical and intellectual control of archival material.
Used At:
A5:Perform Archival Processing
Establish Initial Control (Activity)
To carry out the processes used to establish essential physical and intellectual control of archival material.
Used At:
A5:Perform Archival Processing
Evaluate Documentary Material (Activity)
To consider the possible uses and value of the material to the creator, including administrative, fiscal, and legal values. Consideration is also given to whether or not the material has historical value. This information is used in support of determining the proposed disposition.
Used At:
A3111:Inventory Documentary Material
Evaluation Program (Arrow)
The inspection, audit, or review by NARA of Federal agency's records management programs, including records disposition, to ensure compliance with applicable laws and regulations.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Exhibits and Education Products (Arrow)
Exhibitions and educational materials (such as webpages, publications, and resources for educators) that pertain to NARA's holdings.
Used At:
A6:Provide Access to Archival Material
External Comments (Arrow)
Comments on proposed disposition provided in response to the Federal Register comment process.
Used At:
A313:Review Appraisal
Final Appraisal Package (Arrow)
The proposed disposition, appraisal memo, and supporting documentation.
Used At:
A313:Review Appraisal
Fully or Partially-Released Archival Material (Arrow)
Archival material that is entirely open for public access or for which redacted versions are available for public access.
Used At:
A53:Perform Access Review
A5:Perform Archival Processing
GAO-Cleared Draft Schedule (Arrow)
A draft schedule which has been approved by the General Accounting Office.
Used At:
A311:Create Proposed Schedule
Gather Information Regarding Records (Activity)
Collecting information regarding records covered by a proposed schedule. This information is used to determine the value of the records and to evaluate proposed retention periods. This process may or may not include the following, depending upon the level of complexity of the proposed schedule: on-site review of the actual records; discussions with agency program, technical, and administrative staff; discussions with internal NARA staff; review of related accessioned records; review of previously scheduled records; and review of technical requirements and issues.
Used At:
A312:Appraise Records Covered by Schedule
Government Entity (Arrow)
Any organization, person, or system that is part of the Federal government (including the President and the White House, Congress, and the Supreme Court).
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Identification of Materials to be Released (Arrow)
Notification of Presidential records that have been identified for release either in full or in part.
Used At:
A53:Perform Access Review
Identified Donors (Arrow)
People or organizations that have materials suitable for donation.
Used At:
A32:Determine Disposition of Candidate Donated Material
Identified Material or Information (Arrow)
Archival material or information that responds to the need identified in a request.
Used At:
A6:Provide Access to Archival Material
Identify Candidate Donors (Activity)
Evaluating creators of documentary material and the context of records creation (including political considerations) to justify pursuing solicitation.
Used At:
A32:Determine Disposition of Candidate Donated Material
Identify Documentary Material (Activity)
The process of locating documentary material to be included in a records inventory, determining whether it is record or nonrecord, and identifying the arrangement of the material and its relationship to the function that created it (i.e. identifying a series).
Used At:
A3111:Inventory Documentary Material
Identify Responsive Material or Information (Activity)
Using finding aids and other tools, staff knowledge, and other resources to identify archival material that is likely meet the need identified in a request.
Used At:
A6:Provide Access to Archival Material
Implement Disposition (Activity)
To carry out a disposition action on documentary material after it is no longer needed by its creator. These actions include: destruction, donation to a third party, retirement to a records center or other storage location, and the transfer of physical and/or legal custody to NARA.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Information about Archival Material (Arrow)
Information about documentary material of archival value.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A5:Perform Archival Processing
Information about Archivally-Controlled Archival Material (Arrow)
Information about archival material which has enhanced physical and intellectual control.
Used At:
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
Information about Candidate Donated Material (Arrow)
Information about material being solicited for donation.
Used At:
A32:Determine Disposition of Candidate Donated Material
Information about Dispositioned Documentary Material (Arrow)
Information about documentary material that has had a disposition action taken on it.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A6:Provide Access to Archival Material
Information about Dispositioned Documentary Materials (Arrow)
Information about documentary materials determined to have archival value that will be transferred to NARA or to another archival facility. Includes destroyed and disposed documentary materials. Includes certification of destruction.
Used At:
A4:Implement Disposition
Information about Identified Documentary Material (Arrow)
Information about documentary material that is suitable for inclusion in a records inventory.
Used At:
A3111:Inventory Documentary Material
Information about Initially-Controlled Archival Material (Arrow)
Information about archival material on which essential control has been established.
Used At:
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
Information about Inspected Records (Arrow)
Results of the preliminary inspection of records upon physical transfer to ensure that they are the records authorized in the SF 258.
Used At:
A43:Transfer-Accession Documentary Material
Information About Organized Documentary Material (Arrow)
Information about organized documentary material, including information about the content, context, and structure of the material and its grouping, and administrative information about the material, such as access restrictions or disposition determinations.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A4:Implement Disposition
Information about Processed Archival Material (Arrow)
Information about archival material in NARA's holdings.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A6:Provide Access to Archival Material
Information about Reviewed Archival Material (Arrow)
Information gathered during the review of archival material.
Used At:
A53:Perform Access Review
A5:Perform Archival Processing
Information about Stored Documentary Material (Arrow)
Information about documentary material being held in temporary holding areas.
Used At:
A42:Retire Documentary Material
Information about Unauthorized Removed Documentary Material (Arrow)
Information about the nature and possible location of desirable unauthorized removed documentary material.
Used At:
A32:Determine Disposition of Candidate Donated Material
Information about Verified Material (Arrow)
The results of the process of verification.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A5:Perform Archival Processing
Information about Withdrawn or Released Archival Material (Arrow)
Information about archival material that are being withheld from public access, material that have been reviewed and are entirely open for public access, or material for which redacted versions have been made available for public access.
Used At:
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Initially-Controlled Archival Material (Arrow)
Archival material on which initial control has been established.
Used At:
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
Internal Comments (Arrow)
Comments on proposed disposition provided within an agency.
Used At:
A313:Review Appraisal
Internally-Cleared Draft Schedule (Arrow)
A draft schedule which has circulated through appropriate offices and personnel within the agency in order to obtain their comments and concurrence.
Used At:
A311:Create Proposed Schedule
Interpret Presidential Records Act (Activity)
Identification by each Presidential administration of what should and should not be considered a Presidential record for its administration, based on the administration's interpretation of the Presidential
Records Act.
Used At:
A3:Determine Disposition
Inventory Documentary Material (Activity)
To carry out activities that result in a records inventory.
Used At:
A311:Create Proposed Schedule
Legislation, Regulations, Executive Orders, and Legal Documents (Arrow)
Legal requirements that affect the creation, use, maintenance, disposition, custody, reproduction, access to, or any other aspect of documentary material. These include rules and regulations that result from lawsuits.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A311:Create Proposed Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Maintain Documentary Material (Activity)
To preserve documentary material to support the conduct of business or activities of the creator using some form of record keeping system.
Used At:
A1:Use Documentary Material to Conduct Business
Make Preservation Copy (Activity)
Producing a copy of the archival material to be used as a preservation copy of the materials, to be used by researchers in lieu of the original, or to be used for reproduction purposes.
Used At:
A51:Establish Initial Control
Manage Deeds of Gift (Activity)
Carry out all activities related to the processing and approval of a deed of gift.
Used At:
A43:Transfer-Accession Documentary Material
Manage Documentary Material Throughout Lifecycle (Activity)
The process by which the creators of documentary material and NARA ensure ready access to essential evidence which documents the rights of American citizens, the actions of Federal officials, and the national experience, and make it available to the citizen and the public servant, the President, the Congress, and the Courts. This process includes: systems creation, creation of documentary material, scheduling, appraisal, disposition, (including monitoring of schedules, destruction, retirement to Federal records centers, and transfer to archival custody), accessioning, preservation, description, access review, use, and order fulfillment.
Used At:
A-0:(CONTEXT)
Manage Instruments of Transfer (Activity)
Carry out all activities related to the processing and approval of an instrument of transfer.
Used At:
A43:Transfer-Accession Documentary Material
Manage Physical Transfer (Activity)
Carry out activities involved in the physical transfer of documentary material to NARA, including arranging shipping of the materials, inspecting the materials upon receipt, and collecting preliminary information about the material.
Used At:
A43:Transfer-Accession Documentary Material
NARA (Arrow)
The people (employees and volunteers), partners, contractors, facilities, affiliated archives, and associated systems that constitute the National Archives and Records Administration.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
NARA and Agency Cultures (Arrow)
Attitudes, procedures, and habits developed over time within NARA or government entities which affect how people perform their functions but which are not required by formal policy or law.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
NARA Policy and Guidance (Arrow)
Rules created and enforced by NARA regarding the creation, use, maintenance, disposition, custody, processing, storage, reproduction, access to, or any other aspect of documentary material. These include rules that result from lawsuits.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Need for a GRS (Arrow)
A need for a new General Records Schedule (GRS) or a need for a revision to an existing GRS.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A311:Create Proposed Schedule
A31:Determine Disposition of Federal Records
A3:Determine Disposition
Need for Archival Material (Arrow)
A requirement or desire for archival material or the content contained in archival material for business or other use. This need may be either formally expressed as a request for specific archival material or informally expressed as need for information.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A6:Provide Access to Archival Material
Need for Disposition on Transferred Material (Arrow)
Need to determine the appropriate disposition for Federal records for which no approved disposition exists which were discovered while performing archival processing.
Used At:
A311:Create Proposed Schedule
A31:Determine Disposition of Federal Records
Need for Documentary Material (Arrow)
A requirement or desire for documentary material or the content contained in documentary material for business or other use. This need may be either formally expressed as a request for specific documentary material or informally expressed as need for information.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
Need for Return of Stored Documentary Material (Arrow)
Need for the return of material that has either been retired or transferred to NARA for courtesy storage.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
Need to Change Access Review Implementation (Arrow)
A need to release, in full or in part, archival material based upon a successful appeal of an access review determination.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Need to Create Documentary Material (Arrow)
A requirement for new documentary material or a need to modify existing documentary material that results from the conduct of the business or activities of the creator.
Used At:
A1:Use Documentary Material to Conduct Business
Need to Determine Disposition (Arrow)
Need to determine the appropriate disposition on material for which no approved disposition exists which have been discovered while performing archival processing.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Determine Disposition
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
Need to Negotiate Custody (Arrow)
Need to obtain legal custody or permission to donate or destroy documentary material discovered while performing archival processing.
Used At:
A32:Determine Disposition of Candidate Donated Material
Need to Process Material (Arrow)
An identification that archival material requires additional processing, including but not limited to, conducting access review.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A51:Establish Initial Control
A52:Establish Archival Control
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Negative Response to Appeal (Arrow)
A denial of a request to reconsider an access review determination.
Used At:
A6:Provide Access to Archival Material
Negotiate Donation or Custody (Activity)
The process of NARA and a potential donor coming to an agreement about what materials will be donated and the terms of the donation.
Used At:
A32:Determine Disposition of Candidate Donated Material
Non-Government Entity (Arrow)
An entity (either a person or organization) other than a government entity. Such entities participate in many processes, such as providing comments on proposed dispositions, donating materials to the National Archives, storing retired materials (non-Federal records centers), and using archival materials (researchers and visitors).
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A313:Review Appraisal
A31:Determine Disposition of Federal Records
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A42:Retire Documentary Material
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
A53:Perform Access Review
A5:Perform Archival Processing
A6:Provide Access to Archival Material
Obtain Agency Internal Clearances (Activity)
The process of circulating a draft schedule through appropriate offices and personnel within the agency in order to obtain their comments and concurrence.
Used At:
A311:Create Proposed Schedule
Obtain GAO Clearance (Activity)
The process of submitting a draft schedule to the General Accounting Office and receiving its comments and concurrence.
Used At:
A311:Create Proposed Schedule
Obtain Presidential Approval (Activity)
In compliance with executive order, advise current Presidential administration of Presidential records to be released to the public, and allow the administration to exercise privilege to withhold those materials.
Used At:
A53:Perform Access Review
Organized Documentary Material (Arrow)
Documentary material organized through the conduct of business or activities of the creator.
Used At:
A1:Use Documentary Material to Conduct Business
Organized Documentary Material for Disposition (Arrow)
Organized documentary material that is ready to be disposed of, retired, or transferred to the National Archives.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A4:Implement Disposition
Organized Documentary Material for Retirement (Arrow)
Organized documentary material being transferred to temporary holding areas when still in creator's legal custody.
Used At:
A42:Retire Documentary Material
Organized Documentary Material for Transfer (Arrow)
Retired documentary material appropriate for physical transfer to NARA.
Used At:
A43:Transfer-Accession Documentary Material
Perform Access Review (Activity)
The process of reviewing archival material to determine what records or parts of records must be withheld from the public because of access restrictions, and the process of implementing those decisions to release, redact, or withdraw materials. This includes systematic review, mandatory review, FOIA review, special access review, and review of records of concern.
Used At:
A5:Perform Archival Processing
Perform Archival Processing (Activity)
To establish physical and/or intellectual control (at any degree) of archival material by conducting activities such as registering the accession, and verifying, arranging, describing, and preserving the material. Processing also includes activities related to the review, redaction, withdrawal, and release of archival material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Perform Overall Analysis (Activity)
The process of completing and verifying information on the the inventory, examining all of the inventories to ensure that all records, regardless of medium, have been identified, analyzing the inventories as a whole for an overview of the agency's documentation practices to relate series to other series, verifying that offices are correctly designating documentary material as records, and identifying series held in multiple locations. The analysis of the information on the inventory and the inventories as a whole will lead to the proposed disposition and retention period for each series or system.
Used At:
A3111:Inventory Documentary Material
Perform Preservation Risk Assessment (Activity)
To carry out activities supporting the assessment of the condition of archival material and the identifying of risks to the continued preservation of the material.
Used At:
A52:Establish Archival Control
Perform Routine Holdings Maintenance (Activity)
To carry out activities necessary for the continued preservation of the archival material, such as re-formatting and re-housing.
Used At:
A52:Establish Archival Control
Perform Verification (Activity)
To formally review the contents of the material to ensure that they conform to the description included with the transfer document. This process pertains primarily to electronic records.
Used At:
A51:Establish Initial Control
Perform Verification* (Unknown Type)
Permission to Destroy or Donate Returned Documentary Material (Arrow)
Authorization from the appropriate person or organization given to NARA enabling either the destruction or donation to another archival custodian of material discovered during the course of processing but not covered by a deed of gift or other instrument of transfer.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A32:Determine Disposition of Candidate Donated Material
A3:Determine Disposition
A4:Implement Disposition
Preliminary Description (Arrow)
An identification of the essential qualities of the archival material sufficient to allow staff and users to locate them. This may be supplemented by additional descriptive material, such as finding aids supplied by the creator, if they are available.
Used At:
A51:Establish Initial Control
Prepare Appraisal Memo (Activity)
Compile background documentation and write an analysis of why the proposed disposition should be approved or rejected.
Used At:
A312:Appraise Records Covered by Schedule
Preservation Risk Assessment (Arrow)
A document analyzing the risks to the preservation of the archival material.
Used At:
A52:Establish Archival Control
Process Appeals (Activity)
To carry out activities required to process an appeal of an access review determination.
Used At:
A6:Provide Access to Archival Material
Processed Archival Material (Arrow)
Documentary material with archival value that has had physical and/or intellectual control established and documentary material identified for disposal.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A6:Provide Access to Archival Material
Processing Plan (Arrow)
Formal or informal documents that identify strategies and priorities for processing existing holdings, including recent or planned accessions.
Used At:
A52:Establish Archival Control
Produce Exhibits and Educational Materials (Activity)
To develop and produce exhibitions and educational materials (such as webpages, publications, and resources for educators) that pertain to NARA's holdings.
Used At:
A6:Provide Access to Archival Material
Proposed Final GRS (Arrow)
The proposed GRS, appraisal memo, and supporting documentation.
Used At:
A313:Review Appraisal
Proposed GRS (Arrow)
A proposal for a new General Records Schedule (GRS) or a proposed revision to an existing GRS.
Used At:
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
Proposed GRS with Information (Arrow)
Proposed GRS with information gathered by appraisal archivist.
Used At:
A312:Appraise Records Covered by Schedule
Proposed GRS with or without Remarks (Arrow)
Proposed GRS with any remarks provided by internal NARA stakeholders.
Used At:
A312:Appraise Records Covered by Schedule
Proposed GRS with Stakeholder Approval (Arrow)
Proposed GRS with input and/or approval from the Office of Management and Budget and other external stakeholders.
Used At:
A312:Appraise Records Covered by Schedule
Proposed Schedule (on SF 115) (Arrow)
A completed SF 115 (including a proposed disposition) submitted by an agency for approval by NARA.
Used At:
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
Provide Access to Archival Material (Activity)
To make available the archival material, copies of the archival material, or information about the archival material through activities such as reference service, providing reproductions, and producing exhibitions and public programs.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Receive and Evaluate Requests (Activity)
Receiving requests for information or archival material (including requests based on the Freedom of Information Act), and tracking, evaluating, and directing the request to the appropriate individual or unit for response.
Used At:
A6:Provide Access to Archival Material
Received and Evaluated Request (Arrow)
A request that has been evaluated and is being routed to the appropriate individual or unit for response.
Used At:
A6:Provide Access to Archival Material
Records Inventory (Arrow)
A document that identifies and describes record and nonrecord material, provides evaluation and analysis of the material, and contains suggested disposition determinations for the record material.
Used At:
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
Records Management Policy (Arrow)
Written instructions communicating policies and/or procedures regarding records management issues including creation, use, maintenance, and disposition. This may also include documents assembled by the creator that include all approved dispositions (including applicable General Records Schedules).
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A3111:Inventory Documentary Material
A311:Create Proposed Schedule
A31:Determine Disposition of Federal Records
A3:Determine Disposition
Records Management Training (Arrow)
Training provided by NARA to government entities to promote effective records management programs.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Refer Equities (Activity)
For material which NARA does not have the authority to declassify, to consult with, and request declassification authority and instructions from Federal agencies and organizations about the information they own within material being considered for release.
Used At:
A53:Perform Access Review
Referred Archival Material (Arrow)
Archival material for which equity holders have been consulted.
Used At:
A53:Perform Access Review
Register Accession (Activity)
Enter information about the transferred materials into an appropriate tracking system, such as an accession log. This includes both formal tracking systems and informal tracking systems, such as those used for the initial receipt of materials for a new Presidential library.
Used At:
A51:Establish Initial Control
Registered Schedule (Arrow)
A proposed schedule that is minimally acceptable and is registered in the schedule tracking system.
Used At:
A312:Appraise Records Covered by Schedule
Registered Schedule with Information (Arrow)
Registered schedule with information gathered by appraisal archivist.
Used At:
A312:Appraise Records Covered by Schedule
Registered Schedule with or without Remarks (Arrow)
Registered schedule with any remarks provided by internal NARA stakeholders.
Used At:
A312:Appraise Records Covered by Schedule
Rejected Draft Schedule (Arrow)
A draft schedule which requires modifications due to comments by agency personnel or the General Accounting Office.
Used At:
A311:Create Proposed Schedule
Rejected Proposed Disposition (Arrow)
A proposed disposition rejected by an appraisal archivist or rejected due to input from internal or external NARA stakeholders.
Used At:
A311:Create Proposed Schedule
A312:Appraise Records Covered by Schedule
A31:Determine Disposition of Federal Records
Rejected SF 258 (Arrow)
An SF 258 that has been submitted by an agency but which appropriate NARA personnel could not sign because of discrepancies in the records transferred or in the information submitted on the SF 258.
Used At:
A43:Transfer-Accession Documentary Material
A4:Implement Disposition
Release or Withdraw Archival Material (Activity)
To release in full, create a redacted version to be released, or withhold in full archival material based on implementation of applicable restrictions and consultation with equities.
Used At:
A53:Perform Access Review
Request for Documentary Material Action (Arrow)
A request, usually delivered via a records action form, seeking permission to undertake an activity related to documentary material or a notification of intent to undertake such an activity.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Implement Disposition
Request to Destroy Presidential Records (Arrow)
A request sent from the White House to NARA seeking the concurrence of the Archivist of the United States for the destruction of Presidential records.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
Resolve Internal or External Comments (Activity)
The process whereby NARA settles any issues regarding a disposition recommendation arising from NARA internal review and comments received as a result of the Federal Register comment process. The resolution of questions can be accomplished through informal or formal communications within NARA, and through communications with agencies, individuals and other organizations. The questions typically involve the ultimate disposition of a series (temporary versus permanent) or modifications in the retention period for a temporary series (either a reduction or an increase).
Used At:
A313:Review Appraisal
Respond to Request (Activity)
Delivering an action or product in response to a request, such as providing access to identified archival material, providing a copy of the archival material, or providing information about the archival material. The response may or may satisfy the need, but a response to the need has been provided.
Used At:
A6:Provide Access to Archival Material
Response to Need for Archival Material (Arrow)
An action or product that is provided to meet a need for archival material, such as providing access to the archival material, providing a copy of the archival material, or providing information about the archival material. The need itself may or may not have been satisfied, but a response to the need has been provided.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A6:Provide Access to Archival Material
Retire Documentary Material (Activity)
To send documentary material to temporary holding areas when still in the creator's legal custody. This includes Federal record centers, private record centers, agency record centers/holding areas and courtesy storage provided by NARA.
Used At:
A4:Implement Disposition
Returned Documentary Material (Arrow)
Documentary material for which NARA does not have an approved disposition that are returned to appropriate custody after being discovered during archival processing.
Used At:
A4:Implement Disposition
Returning Documentary Material (Arrow)
Documentary material that is being returned to the physical custody of the creator after having been retired. This is also known as "permanently withdrawn" material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
A42:Retire Documentary Material
A4:Implement Disposition
Review Appraisal (Activity)
The process by which proposed dispositions are either approved or rejected.
Used At:
A31:Determine Disposition of Federal Records
Review Archival Material (Activity)
To read or otherwise assess the complete content of the archival material.
Used At:
A53:Perform Access Review
Review by Internal NARA Stakeholders (Activity)
Review of the proposed schedule by NARA units which have a "stake" in the records covered by the schedule. During this review, the stakeholder units indicate the level of involvement they wish to have, including waiving any further interest, asking to participate directly in the appraisal, providing immediate comments, or requesting to review the appraisal memo. This process is also known as Stakeholder Unit (SHU) Review.
Used At:
A312:Appraise Records Covered by Schedule
Reviewed Archival Material (Arrow)
Archival material that has been reviewed.
Used At:
A53:Perform Access Review
Self-Service Request (Arrow)
A need for archival material that is being met by researchers using publicly available finding aids and tools to identify materials responsive to their needs.
Used At:
A6:Provide Access to Archival Material
Send for Informal Stakeholder Review (Activity)
Review and submission of comments by NARA stakeholder units on the appraisal memo and proposed disposition.
Used At:
A313:Review Appraisal
Separate Temporary and Non-Records (Activity)
To identify and separate temporary records and non-record material for appropriate disposal.
Used At:
A52:Establish Archival Control
Shelve to Appropriate Space (Activity)
The process of locating archival material in a storage location appropriate for their preservation needs and access restrictions, and for recording and tracking that location.
Used At:
A51:Establish Initial Control
Ship Retired Documentary Material (Activity)
Documentary material that have been shipped for temporary storage and are being sent to storage Location.
Used At:
A42:Retire Documentary Material
Shipped Retired Documentary Material (Arrow)
Documentary material transferred to the physical custody of another organization or location for temporary storage.
Used At:
A42:Retire Documentary Material
Solicit Approval of GRS by OMB and External Stakeholders (Activity)
Seek approval from the Office of Management and Budget and other external stakeholders on proposed final GRS.
Used At:
A313:Review Appraisal
Solicit Comments through Federal Register (Activity)
Publish notice of the availability of the proposed schedule in the Federal Register, provide copies of the schedule upon request, and receive comments in response to copies provided.
Used At:
A313:Review Appraisal
Solicit from Candidate Donors (Activity)
Pursue acquisition of desirable material from candidate donors.
Used At:
A32:Determine Disposition of Candidate Donated Material
Solicitation Plan (Arrow)
A formal approach to identifying, soliciting, and acquiring documentary material that support the core collection and mission of a Presidential library or other part of NARA.
Used At:
A32:Determine Disposition of Candidate Donated Material
Store Documentary Material (Activity)
To store, track, and provide reference services on retired documentary material.
Used At:
A42:Retire Documentary Material
Submit Proposed Schedule to NARA (Activity)
To complete an SF 115, including the draft schedule and all necessary information, and formally submit it to NARA for approval.
Used At:
A311:Create Proposed Schedule
Submitted Instrument of Transfer (Arrow)
An instrument of transfer completed by an organization and submitted to NARA.
Used At:
A43:Transfer-Accession Documentary Material
Submitted OF 11 (Arrow)
An OF 11 requesting the return of retired material, which has been completed by an agency and submitted to a Federal records center.
Used At:
A42:Retire Documentary Material
Submitted SF 135 (Arrow)
An SF 135 completed by an agency and submitted to a Federal records center.
Used At:
A42:Retire Documentary Material
Submitted SF 258 (Arrow)
An SF 258 completed by an agency and submitted to NARA.
Used At:
A43:Transfer-Accession Documentary Material
Targeted Assistance (Arrow)
An initiative involving NARA staff who work in partnership with a government entity to solve specific records management problems.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Technical Assistance (Arrow)
NARA staff who respond to a variety of records management and archival issues from Federal agencies such as implementing agency schedules, implementing the General Records Schedule, inventorying and developing schedules for paper and electronic records, conducting cost benefit analysis for converting to electronic records, dealing with uncooperative program staff, and interpreting the U.S. Code and the Code of Federal Regulations. Technical assistance consists of responding to telephone calls, agency visits, and agency briefings.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Transfer-Accession Documentary Material (Activity)
To transfer legal and/or physical custody of documentary material to NARA.
Used At:
A4:Implement Disposition
Unauthorized Disposed or Removed Documentary Material (Arrow)
Documentary material that has been removed or destroyed in a manner not authorized by the disposition determination.
Used At:
A-0:(CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A1:Use Documentary Material to Conduct Business
Unfulfilled Request Segments (Arrow)
Partitions or segments of a FOIA, mandatory review, or other large request requiring multiple responses over time.
Used At:
A6:Provide Access to Archival Material
Use Documentary Material (Activity)
To utilize documentary material in the conduct of the business or activities of the creator.
Used At:
A1:Use Documentary Material to Conduct Business
Use Documentary Material to Conduct Business (Activity)
Carry out functions and activities that result in the creation, receipt, maintenance and use of documentary material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Verified Archival Material (Arrow)
Archival material that has been verified.
Used At:
A51:Establish Initial Control
Withheld Material (Arrow)
Material that is closed in full to research due to restrictions.
Used At:
A53:Perform Access Review
