Glossary - Model: Manage Documentary Material Throughout Lifecycle, Part 2
Accept Legal Custody (Activity)
The processes supporting the transfer of legal custody of the records to NARA from the Creator (or the Creator's legal representative, successor, or heir), including the generation and processing of deeds of gift.
Used At:
A6:Make Essential Evidence Accessible
Accept Physical Custody (Activity)
To arrange for the shipment of records to NARA custody, to accept a shipment of records, and to verify that the records received are the records that should have been shipped and that they were received uncorrupted or damaged.
Used At:
A5:Store Essential Evidence
Accept Transfer (Activity)
To accept physical custody of a group of records, according to the terms identified in the Permission to Transfer Records and as authorized by the disposition determination for the records.
Used At:
A51:Accept Physical Custody
Action Plan to Address Records Issue (Arrow)
A plan or strategy developed by NARA to address a potential records issue (that is, an issue or activity that will have an impact on some aspect of the records lifecycle or the way NARA does business, for example, proposed legislation or executive orders, changes in the way government does business, or new formats in electronic records).
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
A3:Plan, Negotiate and Develop Strategies
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
A51:Accept Physical Custody
A53:Manage Template Repository
A54:Store Appropriately
A5:Store Essential Evidence
A61:Assess Need for Processing
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Advocate Records Issues in Government (Activity)
To communicate, both formally and informally, through all levels and branches of government, the importance of good records management, the mission of NARA, and information about specific records issues.
Used At:
A2:Ensure Good Records Management in the Federal Government
Agency Concurrence (Arrow)
A confirmation of the Federal Creator's agreement with the Proposed Disposition, including the resolution of any NARA Revisions to Proposed Disposition.
Used At:
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
Agency Rejection of Offer of Formal Assistance (Arrow)
A rejection by an agency of a NARA offer of formal assistance to address a problem identified by either NARA or another organization outside the agency itself (such as GAO or OMB).
Used At:
A21:Provide Formal Assistance
Agency Request for Study (Arrow)
A request from an agency for a study by NARA of its records management program.
Used At:
A2:Ensure Good Records Management in the Federal Government
Agency Reviews Proposed Disposition (Activity)
The activities needed for a Federal Creator to review a Proposed Disposition for a group of records, including comparing the disposition against the creator's record-keeping requirements, gathering and provide assurances, negotiating with NARA, and consulting with stakeholders. These activities may also take place before the creator proposes a disposition, to review a suggested disposition.
Used At:
A43:Review Proposed Disposition
Agency-Identified Need for Formal Assistance (Arrow)
A need identified by a Federal agency for formal assistance from NARA (in the form of Targeted Assistance Staff) to address a specific records management problem.
Used At:
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
Agreement to Donate (Arrow)
An agreement between NARA and a Private Creator that the Private Creator intends to donate materials to the National Archives, and that NARA intends to accept the donation of the material. This agreement would included the negotiated terms of the donation, and may or may not be formally documented.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A6:Make Essential Evidence Accessible
Appeal for Reversal of Denied Access Request (Arrow)
A formal request for reconsideration of an access review determination.
Used At:
A65:Respond to Request
A6:Make Essential Evidence Accessible
Applicable Restrictions (Arrow)
An identification of the access restrictions that apply to the material and its content.
Used At:
A624:Perform Access Review
Appraisal Report (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:
A431:NARA Reviews Proposed Disposition
Approval of Access Based on Access Restrictions (Arrow)
A confirmation that a User can be permitted access to the responsive records because the User's access rights match or exceed those needed by the records' access restrictions.
Used At:
A64:Process Requests
Approval or Denial of the Release of Presidential Records (Arrow)
An approval or denial, in whole or in part, of the release of Presidential records.
Used At:
A624:Perform Access Review
Approve Disposition (Activity)
The formal approval of a proposed disposition, signified by a signature from the Archivist of the United States.
Used At:
A4:Determine Disposition
Assess Degree of Confidence in Proposed Disposition (Activity)
To identify how closely the Proposed Disposition and Information for Records matches the criteria in the NARA Disposition Standards, and therefore the degree of confidence that the Degree of Matching Between Proposed Disposition and Standards is correct.
Used At:
A42:Evaluate Proposed Disposition
Assess Need for Processing (Activity)
To review the transferred and verified records and lifecycle data about the records to determine what kinds of processing and how much processing the records will require in order to make them accessible to the public.
Used At:
A6:Make Essential Evidence Accessible
Assess Risks Associated with Creator, Records and Disposition (Activity)
To assess the risk level of Proposed Disposition by comparing the Proposed Disposition and Information for the Records (particularly the Federal Creator and the kind of records being scheduled) against NARA Established Risk Criteria.
Used At:
A42:Evaluate Proposed Disposition
Assessment of Need for Assistance (Arrow)
An assessment of the need for formal assistance contained in a Request for Formal Assistance (including both the degree of need and the kinds of assistance appropriate to meet the need).
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
A3:Plan, Negotiate and Develop Strategies
Assessment of Need for Processing (Arrow)
An assessment of the need for processing for a specific transfer of records, including the need for preservation processing, arrangement and description, the need to create or modify a template, and the need to conduct access review.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A61:Assess Need for Processing
A6:Make Essential Evidence Accessible
Assessment of Risk Associated with Proposed Disposition (Arrow)
An assessment of the risk level of Proposed Disposition.
Used At:
A42:Evaluate Proposed Disposition
Assurances (Arrow)
Assurances that the suggested or proposed disposition has been reviewed and approved by all appropriate internal stakeholders, such as management or legal counsel.
Used At:
A432:Agency Reviews Proposed Disposition
Authorization to Destroy Presidential Records in NARA Custody (Arrow)
The final approval (after the completion of all necessary steps) of the destruction of Presidential records in NARA's legal custody that NARA has determined have no archival value.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Determine Disposition
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Authorization to Destroy Records (Arrow)
Authorization from the Creator to NARA to destroy records.
Used At:
A55:Dispose of Non-Essential Evidence
Automatic Disposition Instruction Notification (Arrow)
A system-generated notification sent to the Creator or records center of a pending need to carry out a disposition action---that is, that it will soon be time to transfer physical or legal custody of records to NARA, or to destroy records. In an automated environment, this instruction could trigger the automated implementation of the disposition instructions.
Used At:
A54:Store Appropriately
A5:Store Essential Evidence
Business Need (Arrow)
A need to conduct an activity or carry out a function in the course of carrying out business functions.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
Certification of Destruction (Arrow)
Formal certification of the destruction of records issued by NARA for the Creator.
Used At:
A55:Dispose of Non-Essential Evidence
Compare Against Recordkeeping Requirements (Activity)
To compare the proposed or suggested disposition against the Creator's Records Requirements for Business Needs to assess whether the disposition is appropriate for the creator's needs.
Used At:
A432:Agency Reviews Proposed Disposition
Compare Proposed Disposition Against Disposition Standards (Activity)
To assess the degree to which a Proposed Disposition matches NARA's Disposition Standards.
Used At:
A42:Evaluate Proposed Disposition
Conduct Inspections and Studies (Activity)
To conduct an inspection, audit, or review of a Federal agency's records management programs, including records disposition, to ensure compliance with applicable laws and regulations.
Used At:
A2:Ensure Good Records Management in the Federal Government
Confirm Records are Physically Accessible to User (Activity)
To compare the physical location of the User with the current physical location of the responsive records in order to be able to notify the User that the records are inaccessible--for example, that the records are in a different storage location or out for preservation.
Used At:
A64:Process Requests
Confirmation of Completed Transfer (Arrow)
A notification to the Creator from NARA that a physical transfer of records has been successfully completed.
Used At:
A51:Accept Physical Custody
Confirmation of Preservation and Access Plan (Arrow)
A confirmation that the Initial Preservation and Access Plan is still valid for the transferred and verified records.
Used At:
A61:Assess Need for Processing
Confirmation Records are Accessible (Arrow)
A confirmation that the responsive records are physically available to the User.
Used At:
A64:Process Requests
Confirmed Authorization for Destruction (Arrow)
Confirmation that the correct authorization has been given for the destruction of the records.
Used At:
A55:Dispose of Non-Essential Evidence
Confirmed Transfer of Legal Custody (Arrow)
A confirmation of the transfer of legal custody of the records sent from NARA to the Creator or the creator's representative. This includes copies of deeds of gift that have been signed by the authorized NARA staff member.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A6:Make Essential Evidence Accessible
Consult with Stakeholders (Activity)
To consult and negotiate with appropriate Public and Federal Stakeholders about a Proposed Disposition.
Used At:
A432:Agency Reviews Proposed Disposition
Copies of Records (Arrow)
Copies of records needed for archival functions, such as preservation and reference.
Used At:
A626:Perform Other Kinds of Processing
A62:Process Records
Create or Enhance Archival Description (Activity)
The process of producing an archival description for an identified series, file unit, or item. The level and extent of description is determined by the Processing Strategy and NARA's standards and criteria for description.
Used At:
A62:Process Records
Create or Modify Template for Records (Activity)
To develop a template for the records or modify the existing template to support processing of or providing access to the records.
Used At:
A626:Perform Other Kinds of Processing
Created or Modified Template for Processed Records (Arrow)
Template created or modified by NARA during the processing of electronic records.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A53:Manage Template Repository
A5:Store Essential Evidence
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Creator (Arrow)
The organization or person who creates, receives, maintains, and manages the records. This includes all organizations in the Executive (including current and former Presidential administrations), Legislative, and Judicial branches of the U.S. Government, and other people or organizations who create material suitable for donation to the National Archives or which have been donated to the National Archives.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
A624:Perform Access Review
A62:Process Records
A65:Respond to Request
A6:Make Essential Evidence Accessible
Creator Information for Scheduling (Arrow)
Information from the Creator about records that need to be scheduled.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Determine Disposition
Creator's Records Requirements for Business Needs (Arrow)
All the requirements relating to records with which the Creator must comply, including the needs of those creating and using the records, external recordkeeping requirements, and approved dispositions.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Creator-Suggested Disposition (Arrow)
A disposition suggested by the Creator's Records Management Program for records needing scheduling.
Used At:
A41:Use NARA Tools to Suggest Disposition
Creator-Supplied Information about Records (Arrow)
A parent arrow which includes information supplied by the Creator to NARA about a specific group of records, including permission to destroy records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A5:Store Essential Evidence
Decision Not to Conduct Internal Disposal (Arrow)
In response to a Request to Conduct an Internal Disposal, a confirmation of the existing disposition determination for the records. In other words, a decision not to revise a disposition (which would have allowed for the disposal of material in NARA's holdings that are perceived as having no archival value).
Used At:
A62:Process Records
A6:Make Essential Evidence Accessible
Decision Regarding Internal Disposal (Arrow)
The response to a Request to Conduct Internal Disposal, which will either be a revised disposition allowing for the disposal of material in NARA's holdings that are perceived as having no archival value, or a confirmation of the existing disposition determination.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Determine Disposition
Decision to Conduct Internal Disposal (Arrow)
A revised disposition allowing for the disposal of material in NARA's holdings that have no archival value.
Used At:
A54:Store Appropriately
A5:Store Essential Evidence
Deed of Gift for Donor Signature (Arrow)
A deed of gift sent from NARA to the donor for the donor to sign, and which has not yet been signed by the authorized NARA staff member.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A6:Make Essential Evidence Accessible
Deed of Gift Signed by Donor (Arrow)
A deed of gift that has been signed by the donor, but not yet signed by the authorized NARA staff member.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A6:Make Essential Evidence Accessible
Degree of Matching Between Proposed Disposition and Standards (Arrow)
An assessment of the degree to which a Proposed Disposition matches NARA Disposition Standards.
Used At:
A42:Evaluate Proposed Disposition
Denial of Access Based on Access Restrictions (Arrow)
A determination that a User cannot be permitted access to the responsive records because the User's access rights do not match those needed by the records' access restrictions.
Used At:
A64:Process Requests
Destroy Records (Activity)
To destroy records using appropriate methods appropriate to the media, format, and content of the records. This includes processes necessary for certification of the destruction.
Used At:
A55:Dispose of Non-Essential Evidence
Determine Applicable Restrictions (Activity)
An identification of the access restrictions that apply to the material and their content.
Used At:
A624:Perform Access Review
Determine Disposition (Activity)
The process of assessing the value and potential use of Federal records to recommend or determine and approve their retention period, and whether they should eventually be transferred to the National Archives, and of conducting the re-appraisal of materials for which an approved disposition has already been determined.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Determine Level of Review Needed for Proposed Disposition (Activity)
To analyze the Degree of Matching Between Proposed Disposition and Standards, the Ranking of Confidence In Proposed Disposition, and the Assessment of Risk Associated with Proposed Disposition, and based on NARA Criteria for Disposition Review, identify the level of review and work flow needed for the approval of the Proposed Disposition.
Used At:
A42:Evaluate Proposed Disposition
Determine Validity of Initial Plan (Activity)
An analysis of the applicability of the Initial Preservation and Access Plan for the records actually transferred and verified by NARA.
Used At:
A61:Assess Need for Processing
Develop Assessment of Need for Assistance (Activity)
For a specific Submitted Request for Assistance, determining the degree of need for assistance and the kinds of assistance appropriate to meet the need.
Used At:
A21:Provide Formal Assistance
Develop Initial Preservation and Access Plan (Activity)
Primarily for electronic records, using information provided by the Creator and other available information to identify the requirements NARA will have to meet in order to preserve and provide access to the public to the records, and the creation of an initial plan for how NARA will meet those requirements.
Used At:
A61:Assess Need for Processing
Develop Strategies (Activity)
To develop strategies, based on Prioritization & Recommendations for Needs, for how to carry out a specific records lifecycle activity (such as providing formal assistance or processing records).
Used At:
A3:Plan, Negotiate and Develop Strategies
Direction from Creator to Delay Destruction (Arrow)
A notification from a Creator (Federal or Private) to delay or cancel the destruction of its records.
Used At:
A55:Dispose of Non-Essential Evidence
Dispose of Non-Essential Evidence (Activity)
To verify authorization for and carry out the destruction of records that have been identified for destruction.
Used At:
A5:Store Essential Evidence
Disposition Determination (Arrow)
A decision which authorizes the Creator to carry out a disposition action--destroy, donate, transfer physical custody, transfer legal custody-on documentary material.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A4:Determine Disposition
Documentary Material Referred and Reviewed by Equities (Arrow)
Records that have been reviewed by equity holders and returned to NARA with determinations on restrictions, and document instructions for release, withdrawal, and redaction.
Used At:
A624:Perform Access Review
Electronic Agency Referral System (Arrow)
A cross agency system to which NARA will electronically refer documents needing a current classification review by the equity holder(s), and which the equity holders can use to electronically communicate those determinations back to NARA.
Used At:
A624:Perform Access Review
A62:Process Records
Ensure Good Records Management in the Federal Government (Activity)
The activities necessary for NARA to carry out its responsibility to ensure that records are properly created, used, maintained, and dispositioned in all parts of the Federal government.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Established NARA Priorities (Arrow)
An authorized and agreed-upon prioritization of Creators and types of records, at an appropriate level of detail, matched to records lifecycle activities, with distinctions made for different geographic regions.
Used At:
A3:Plan, Negotiate and Develop Strategies
Evaluate Proposed Disposition (Activity)
To compare a proposed disposition against established NARA criteria (including Disposition Standards) and determine (based on NARA Criteria for Disposition Review) the appropriate amount of review for the schedule, and the recommended work flow for the review.
Used At:
A4:Determine Disposition
Example Dispositions (Arrow)
Example Dispositions from the Lifecycle Data Repository that are similar to those for the records being scheduled.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A41:Use NARA Tools to Suggest Disposition
A4:Determine Disposition
A5:Store Essential Evidence
Federal and Presidential Organizations (Arrow)
A Federal agency or Executive branch organization, (including current Presidential administrations and former Presidential administrations) or other governmental organization which has an interest in some aspect of the records but which is not the Creator of the records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A65:Respond to Request
Federal Creator (Arrow)
A Federal organization which creates, receives, maintains, and manages the records. This includes all organizations in the Executive (except for current and former Presidential administrations), Legislative, and Judicial branches of the U.S. Government.
Used At:
A3:Plan, Negotiate and Develop Strategies
Federal Creator's Records Management Program Staff (Arrow)
The staff and resources of a Federal Creator that support the conduct of records management in the creator's business functions.
Used At:
A41:Use NARA Tools to Suggest Disposition
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Federal Equity Holder (Arrow)
A Federal entity which owns or has a stake in information found in a record.
Used At:
A624:Perform Access Review
A65:Respond to Request
Federal Organizations (Arrow)
Includes Federal agencies as well as incumbent presidential administrations.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A62:Process Records
A6:Make Essential Evidence Accessible
Federal Stakeholders (Arrow)
A Federal organization which has a particular interest in the disposition of a group of records, such as OMB or GAO.
Used At:
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Formal Assistance Strategy (Arrow)
A strategy that informs how formal assistance is provided, developed in response to an Assessment of Need for Assistance.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
Formal Assistance to Agencies (Arrow)
NARA staff designated to work in partnership with a Federal agency to solve a specific records management problem, as identified in a Request for Formal Assistance. The way in which the assistance is provided is guided by the Formal Assistance Strategy according to a Formal Assistance Strategy, to help with the scheduling of certain records, specialized training, or any other specialized assistance to solve identified Records Management problems and issues.
Used At:
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
Fully or Partially-Released Records (Arrow)
The results of the process of Perform Access Review, these are records released in full, released with certain documents withdrawn, or released with redactions at the document level.
Used At:
A624:Perform Access Review
A62:Process Records
Gather and Analyze Information (Activity)
Collecting information regarding records covered by a proposed disposition. 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, review of provided Sample Records, discussions with agency program, technical, and administrative staff, discussions with internal NARA staff, review of related records in NARA's holdings, review of previously scheduled records, and review of technical requirements and issues.
Used At:
A431:NARA Reviews Proposed Disposition
Gather and Provide Assurances (Activity)
To gathering and provide (if necessary) assurances that the suggested or proposed disposition is acceptable to all necessary internal stakeholders, such as management or legal counsel.
Used At:
A432:Agency Reviews Proposed Disposition
Gathered and Analyzed Information about Records being Scheduled (Arrow)
Information about the records covered by the Proposed Disposition, gathered by NARA Appraisal Staff to supplement the information provided by the Federal Creator, and the results of any analysis of the information.
Used At:
A431:NARA Reviews Proposed Disposition
Guidance Regarding Existing Disposition (Arrow)
Specific guidance given during the scheduling process, informing a Federal Creator that the records under consideration for scheduling are already covered by an existing disposition, and so scheduling is not needed. Examples include accretions to existing series, or records covered by a General Records Schedule.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A41:Use NARA Tools to Suggest Disposition
A4:Determine Disposition
Identification of No Responsive Records (Arrow)
A determination that there are no records matching the request
Used At:
A64:Process Requests
Identification of Potential Records Issue (External) (Arrow)
An identification from a Creator of an issue or activity that will have an impact on some aspect of the records lifecycle or the way NARA does business, for example, proposed legislation or executive orders, changes in the way government does business, or new formats in electronic records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
Identification of Potential Records Issue (Internal) (Arrow)
An identification from within NARA of an issue or activity that will have an impact on some aspect of the records lifecycle or the way NARA does business, for example, proposed legislation or executive orders, changes in the way government does business, or new formats in electronic records.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
A3:Plan, Negotiate and Develop Strategies
A61:Assess Need for Processing
A6:Make Essential Evidence Accessible
Identification of Records to be Destroyed (Arrow)
The identification of records to be destroyed and the associated authorization for their destruction.
Used At:
A54:Store Appropriately
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Identification of Records to be Transferred or Destroyed (Arrow)
An identification of material which have an approved disposition that allows their disposal and which NARA does not want to retain, and therefore should be destroyed, returned to the Creator, or transferred to a more appropriate repository.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A54:Store Appropriately
A5:Store Essential Evidence
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Identification of Responsive Records (Arrow)
An identification of records that meet the need identified in the request.
Used At:
A64:Process Requests
Identification of Series and Arrangement (Arrow)
The identification of the series and arrangement within the series of the records in the transfer.
Used At:
A62:Process Records
Identified Need for Agency Assistance (Arrow)
A verified or confirmed need, identified either by an agency or by NARA's Records Management Program, for formal assistance from NARA (in the form of Targeted Assistance Staff) to address a specific records management problem in a specific Federal agency.
Used At:
A21:Provide Formal Assistance
Identify Material to be Destroyed or Transferred (Activity)
To identify materials which have an approved disposition that allows their disposal and which NARA does not want to retain, and therefore should be destroyed, returned to the Creator, or transferred to a more appropriate repository. This process is commonly referred to as "weeding."
Used At:
A626:Perform Other Kinds of Processing
Identify Need for Access Review (Activity)
To identify the amount of access review required in order to provide access to the records for the public.
Used At:
A61:Assess Need for Processing
Identify Need for Agency Assistance (Activity)
To verify or confirm a need, identified either by an agency or by NARA's Records Management Program, for formal assistance from NARA (in the form of Targeted Assistance Staff) to address a specific records management problem in a specific Federal agency.
Used At:
A21:Provide Formal Assistance
Identify Need for Description (Activity)
To identify the amount or type of description needed to effectively provide access to the records for users, and how much of that description is already available from existing lifecycle data.
Used At:
A61:Assess Need for Processing
Identify Need for Other Kinds of Processing (Activity)
To identify any additional processing (such as the creation or modification of templates) needed in order to provide access to the records for the public.
Used At:
A61:Assess Need for Processing
Identify Processing Work Flow (Activity)
Based on the Processing Strategy, to identify the appropriate work flow and resources for processing the records.
Used At:
A62:Process Records
Identify Responsive Records (Activity)
To use finding aids and other tools, staff knowledge, and other resources to identify records that are likely meet the need identified in a request.
Used At:
A64:Process Requests
Identify Series and Arrangement in Transfer (Activity)
To identify the series and arrangement within a transfer of records, including whether or not the records in the transfer are an accretion to an existing series.
Used At:
A62:Process Records
Identify Upcoming Issues & Solutions (Activity)
The collection and analysis of issues or activity that will have an impact on some aspect of the records lifecycle or the way NARA does business, and the creation of a plan to address those issues, and the dissemination of the plan to the appropriate parts of NARA. Examples of issues include proposed legislation or executive orders, new formats in electronic records, upcoming transfers of large groups of records, a need for subject matter expertise, a large wave of retiring employees, new government functions or changes in government structure that will impact NARA.
Used At:
A3:Plan, Negotiate and Develop Strategies
Incoming Lifecycle Data (Arrow)
A parent arrow that includes all lifecycle data outputs from processes in the model, such as Lifecycle Data about Records Being Scheduled, Lifecycle Data about Records being Appraised, Lifecycle Data about Scheduled Records, and Lifecycle Data about Processed Records. This data is being sent for ingest into the Lifecycle Data Repository.
Used At:
A5:Store Essential Evidence
Incumbent Presidential Administrations (Arrow)
The current Presidential administration at the time the activity is taking place.
Used At:
A624:Perform Access Review
Information about Copies of Records (Arrow)
Information about copies made of records, such as the purpose of the copy and the location of the copy.
Used At:
A626:Perform Other Kinds of Processing
A62:Process Records
Information about Destroyed Records (Arrow)
Information about records destroyed by NARA or for which destruction is pending, including notifications and certifications of destruction sent to the Creator.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A5:Store Essential Evidence
Information about New System and Probable Records (Arrow)
A description of the creator, the function a proposed system will support, and the kinds of records that will probably be in the system, sufficient to allow NARA to determine what disposition and requirements to apply to the system.
Used At:
A41:Use NARA Tools to Suggest Disposition
Information about Preservation and Access Requirements for Presidential Records (Arrow)
Information provided by the White House Office of Records Management about the records of a current Presidential administration that will allow NARA to identify the requirements NARA will have to meet to preserve and provide access the records after they are transferred to NARA's custody.
Used At:
A61:Assess Need for Processing
Information about Preservation Processing Actions (Arrow)
Information about non-routine preservation actions taken on records to ensure their continued preservation.
Used At:
A62:Process Records
Information about Records and Templates (Arrow)
A parent arrow which includes communications from NARA to the Creator about the status of records and records templates.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
Information about Records Needing Scheduling (Arrow)
Information, including mandatory information required by NARA, needed to schedule a group of records.
This may include a Creator-Suggested Disposition.
Used At:
A41:Use NARA Tools to Suggest Disposition
Information about Records to be Transferred (Arrow)
Information, including a description, verification of disposition authority, and the terms of transfer, for a group of records that will be transferred.
Used At:
A51:Accept Physical Custody
Information about Reviewed Records (Arrow)
Information from the process of Perform Access Review added to the Lifecycle Data About Processed Records.
Used At:
A62:Process Records
Information about Transfer of Records (Arrow)
A parent arrow that includes communications sent from NARA to the Creator about a transfer of records, specifically Permission or Denial to Transfer Records, Notification of Problem with Verification of Transferred Records, and Confirmation of Completed Transfer.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A5:Store Essential Evidence
Information for Response to Request (Arrow)
Information which contributes to providing a Response to Request. This includes information such as a Simple Response to Request, an identification of the Responsive Records, information about a Denial of Access Based on Access Restrictions, or a Notification that Records Not Physically Accessible.
Used At:
A64:Process Requests
A65:Respond to Request
A6:Make Essential Evidence Accessible
Information Used to Obtain Suggested Disposition (Arrow)
Additional information about the records being scheduled (provided in addition to the mandatory information), which is used to determine whether the records are already covered by an existing disposition, locate example schedules, and identify an appropriate Suggested Disposition.
Used At:
A41:Use NARA Tools to Suggest Disposition
Initial Preservation and Access Plan (Arrow)
Primarily for electronic records, an initial plan identifying how NARA will preserve and provide access to a specific group of records.
Used At:
A61:Assess Need for Processing
A6:Make Essential Evidence Accessible
Inspections and Studies Results (Arrow)
The results of an inspection, audit, or review of a Federal agency's records management program, including records disposition, to ensure compliance with applicable laws and regulations.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
ISCAP (Arrow)
The Interagency Security Classification Appeals Panel, ISCAP is comprised of representatives of the Departments of State, Defense, Justice, NSC, CIA and NARA. ISACAP's functions are (1) to rule on appeals from government employees who challenged agency classification policies, (2) to approve, deny, or amend agency exemptions from automatic declassification requirements, and (3) to rule on appeals from members of the public who have filed requests for mandatory declassification.
Used At:
A65:Respond to Request
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:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
Lifecycle Data about Access-Reviewed Records (Arrow)
Lifecycle data gathered during the access review process, such as information about the content of the records, their function and use, and the subjects and contributors to the records, as well as confirmed or identified access restrictions on the records.
Used At:
A624:Perform Access Review
Lifecycle Data about Destroyed Records (Arrow)
Lifecycle data about records which have been destroyed, such as an identification of the destroyed records, the time and date of destruction, and information about the witnessing or certification of destruction.
Used At:
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Lifecycle Data about Processed Records (Arrow)
Information for the Lifecycle Data Repository about records that have been through all of the activities of Process Records.
Used At:
A62:Process Records
A6:Make Essential Evidence Accessible
Lifecycle Data about Records being Appraised (Arrow)
Lifecycle data gathered during the appraisal process, which may include information about the Federal creator, the date span, formats, content, function and use, administrative history, and access restrictions of the records.
Used At:
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Lifecycle Data about Records Being Scheduled (Arrow)
Lifecycle data gathered during the scheduling process, such as volume and format of records that will be transferred to NARA or potential access requirements, that indicate a potential records issue.
Used At:
A3:Plan, Negotiate and Develop Strategies
A41:Use NARA Tools to Suggest Disposition
A4:Determine Disposition
Lifecycle Data about Scheduled Records (Arrow)
Lifecycle data about records covered by an approved disposition(s). This data would give an indication of the kinds of processing the records would need, and may include the format and volume of the records, access restrictions, and preservation needs, as well as the disposition determination of the records.
Used At:
A3:Plan, Negotiate and Develop Strategies
A4:Determine Disposition
Lifecycle Data about Storage of Records (Arrow)
Lifecycle data about the storage of records, such as location information, information about media or format migration and other holdings maintenance actions.
Used At:
A54:Store Appropriately
A5:Store Essential Evidence
Lifecycle Data about Transfer of Legal Custody (Arrow)
Lifecycle data about the transfer of legal custody, such as an identification of the records for which custody was transferred, the date on which custody of transferred, or the terms of the deed of gift.
Used At:
A6:Make Essential Evidence Accessible
Lifecycle Data About Transferred & Verified Records (Arrow)
Lifecycle data about records of a specific Federal Creator gathered during the process of transfer and verification. This data would give an indication of the kinds of processing the records would need, and may include the format and volume of the records, access restrictions, and preservation needs (if those are different from the information provided during scheduling).
Used At:
A3:Plan, Negotiate and Develop Strategies
A51:Accept Physical Custody
A5:Store Essential Evidence
A61:Assess Need for Processing
Lifecycle Data about Transferred Records (Arrow)
Lifecycle data about the group of transferred records, including details about their actual physical transfer such as the time and date of receipt.
Used At:
A51:Accept Physical Custody
Lifecycle Data about Withdrawn or Released Documentary Material (Arrow)
Lifecycle data about records that have been fully or partially-released or which have been withdrawn, such as information about the accession restrictions and redaction actions.
Used At:
A624:Perform Access Review
Lifecycle Data and Information about Records Needing Processing (Arrow)
Lifecycle Data and information provided by the Creator about the records, such as information about the volume, format, and accession restrictions of the records.
Used At:
A6:Make Essential Evidence Accessible
Lifecycle Data for Access Review (Arrow)
Lifecycle data about the records that will be used in the course of conducting access review, such as information about the Creator, information about the content of the records, and information about identified access restrictions on the records.
Used At:
A624:Perform Access Review
Lifecycle Data for Business Use (Arrow)
A parent arrow that includes all lifecycle data inputs to processes in the model, such as Lifecycle Data for Access Review, Lifecycle Data Needed for Planning, and Lifecycle Data Needed for Processing. This data is being output from the Lifecycle Data Repository.
Used At:
A5:Store Essential Evidence
Lifecycle Data from Processing (Arrow)
Information from the activity of Process Records for the Lifecycle Data Repository.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Lifecycle Data from Scheduling and Appraisal (Arrow)
Lifecycle data gathered during the scheduling and appraisal of Federal records. This may include information about the Federal creator, the date span, formats, content, function and use, and access restrictions of the records being scheduled, as well as other information gathered during appraisal, and the final disposition determination.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Lifecycle Data Needed for Planning (Arrow)
Information from the Lifecycle Data Repository that is used by NARA to Plan, Negotiate and Develop Strategies.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Lifecycle Data Needed for Processing (Arrow)
Lifecycle data about the records that will be used in the course of processing activities, such as information to be used in creating an archival description, information about access restrictions on the records, and information about previous preservation actions. This also includes the Initial or Modified Preservation and Access Plan.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Lifecycle Data Repository (Arrow)
The repository (or network of repositories) that contain all NARA's data about records throughout their lifecycle (that is, lifecycle data), including data gathered during the scheduling of records, approved disposition determinations, information gathered from the Creator, information gathered during transfer and verification of records, and archival descriptions.
Used At:
A54:Store Appropriately
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
Make Copies Needed for Archival Functions (Activity)
To make copies of records to facilitate preservation, reference and other archival functions.
Used At:
A626:Perform Other Kinds of Processing
Make Essential Evidence Accessible (Activity)
The activities needed to provide access to documentary material, including processing activities such as description and access review, and the activities related to receiving and responding to reference requests for the material. This includes activities related to processing and reference requests on temporary and permanent records in both archival and records center storage.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
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:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT) (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.
Manage Donations (Activity)
1) To carry out the activities necessary to obtain an Agreement to Donate from a potential donor, including creating a solicitation plan, identifying candidate donors, soliciting from donors, and negotiating donations.
2) To determine whether to accept or reject an unsolicited offer of material for donation.
3) To carry out activities identified above as a result of discovering material during processing that is not covered by a Deed of Gift in a body of transferred material from a different Creator.
Used At:
A3:Plan, Negotiate and Develop Strategies
Manage Lifecycle Data Repository (Activity)
All activities associated with managing the repository (or network of repositories) that contain all NARA's data about records throughout their lifecycle (that is, lifecycle data), including ingesting data from various lifecycle processes and outputting lifecycle needed to support various lifecycle processes.
Used At:
A5:Store Essential Evidence
Manage Notifications of Pending Destruction (Activity)
The process of notifying Federal and Private Creators of pending destruction of their records, and taking the actions necessary to receive permission to destroy the records.
Used At:
A55:Dispose of Non-Essential Evidence
Manage Template Repository (Activity)
Includes all activities associated with managing templates submitted to NARA for electronic records and NARA management templates, including registering templates, accepting templates for deposit, providing assistance to agencies in creating record templates, and template validation.
Used At:
A5:Store Essential Evidence
Management Data Repository (Arrow)
A repository of information about NARA resources, priorities, metrics, and other information needed to support effective decision-making.
Used At:
A3:Plan, Negotiate and Develop Strategies
Mandatory Lifecycle Data about Records Being Scheduled (Arrow)
The information required by NARA for the scheduling of all records (temporary or permanent), including an identification of the creator and function for the records, descriptive information about the records, and a proposed disposition.
Used At:
A41:Use NARA Tools to Suggest Disposition
Mediated Request (Arrow)
A request for records (including requests based on the Freedom of Information Act) that has been received, tracked, evaluated, and directed to the appropriate individual or unit for response.
Used At:
A64:Process Requests
Modified Preservation and Access Plan (Arrow)
An updated version of an Initial Preservation and Access Plan that identifies how NARA will preserve and provide access to a specific group of records that have been transferred to NARA's custody.
Used At:
A61:Assess Need for Processing
Modify Preservation and Access Plan (Activity)
To modify an Initial Preservation and Access Plan to address the needs of the records as actually transferred and verified.
Used At:
A61:Assess Need for Processing
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:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A6:Make Essential Evidence Accessible
NARA Access Staff (Arrow)
NARA staff involved with the activities of access review, in the all NARA facilities, including the Regional Archives and Presidential Libraries.
Used At:
A624:Perform Access Review
A62:Process Records
A65:Respond to Request
NARA Advocacy Program (Arrow)
A formal NARA program that advocates good records management and communicates information about specific records issues.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
NARA Appraisal Staff (Arrow)
The NARA staff and resources (in all NARA units) who work with Federal Creators to schedule records, and who conduct appraisal.
Used At:
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
NARA Assistance and Guidance to Creators (Arrow)
A parent arrow which includes all assistance (including formal assistance, training, tools, and forms) and guidance provided to Creators by NARA.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
NARA Concurrence on Proposed Disposition (Arrow)
A confirmation of NARA's agreement with the Proposed Disposition.
Used At:
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
NARA Criteria for Disposition Review (Arrow)
Business rules that define levels of review and appropriate work flows for review of proposed dispositions based on how the proposed disposition compares against NARA Disposition Standards and Risk Criteria.
Used At:
A42:Evaluate Proposed Disposition
NARA Disposition Standards (Arrow)
Guidelines for what disposition, including minimum period of retention, is usually or acceptably applied to records within a defined functional category. These standards will be based on an analysis of the factors that contribute to permanent value, recordkeeping laws, regulations, and other formal requirements, and guidelines based on the impact of a function on the rights of citizens and the accountability of government.
Used At:
A41:Use NARA Tools to Suggest Disposition
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
NARA Established Risk Criteria (Arrow)
Established criteria that identify levels of risk associated with certain creators, types of records, dispositions, etc.
Used At:
A42:Evaluate Proposed Disposition
NARA Guidance to Creators (Arrow)
Guidance provided by NARA on records management issues. This includes both a general need for high level guidance and a specific need for guidance on a particular issue.
Used At:
A2:Ensure Good Records Management in the Federal Government
NARA Lifecycle Data Standards (Arrow)
NARA standards that apply to the structure, format, and content of records lifecycle data.
Used At:
A41:Use NARA Tools to Suggest Disposition
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
A61:Assess Need for Processing
A62:Process Records
NARA Management Staff (Arrow)
The NARA staff and resources involved in the management of records lifecycle activities, and who have various approval authorities.
Used At:
A3:Plan, Negotiate and Develop Strategies
A4:Determine Disposition
A65:Respond to Request
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:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
NARA Presidential Libraries Staff (Arrow)
The NARA staff and resources employed by the Office of Presidential Libraries (NL).
Used At:
A3:Plan, Negotiate and Develop Strategies
A624:Perform Access Review
A62:Process Records
NARA Processing Staff (Arrow)
NARA staff involved with the activities of archival processing, including description, preservation and access review, in the all NARA facilities, including the Regional Archives and Presidential Libraries.
Used At:
A61:Assess Need for Processing
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
NARA Records Discovery Tools (Arrow)
NARA tools provided to assist Users in locating relevant records or groups of records, for example paper and on-line finding aids, and on-line systems, such as ARC and AAD.
Used At:
A64:Process Requests
NARA Records Management Program (Arrow)
The NARA staff and resources that support the activities necessary for NARA to carry out its responsibility to ensure that records are properly created, used, maintained, and dispositioned in all parts of the Federal government.
Used At:
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
NARA Records Management Training (Arrow)
Training and training materials delivered to government entities to promote effective recordsm management programs and enhance the capabilities of Federal records management staff.
Used At:
A2:Ensure Good Records Management in the Federal Government
NARA Reference Staff (Arrow)
The NARA staff and resources (in all NARA units) that interact with public Users and Creators to provide access to records in NARA's physical custody.
Used At:
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
A64:Process Requests
A65:Respond to Request
NARA Reviews Proposed Disposition (Activity)
The activities needed for NARA to review a Proposed Disposition, including appraisal, NARA internal review, negotiation with the Federal Creator, and the resolution of public comments.
Used At:
A43:Review Proposed Disposition
NARA Revisions to Proposed Disposition (Arrow)
A request sent to the Federal Creator for specific revisions to the Proposed Disposition.
Used At:
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
NARA Scheduling Tools (Arrow)
Tools provided by NARA to assist agencies and NARA staff in identifying, creating, submitting, reviewing, and approving records schedules.
Used At:
A41:Use NARA Tools to Suggest Disposition
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
NARA Standards and Criteria (Arrow)
A parent arrow which includes standards and criteria developed by NARA that control how records lifecycle processes are carried out.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A43:Review Proposed Disposition
A4:Determine Disposition
A53:Manage Template Repository
A5:Store Essential Evidence
A6:Make Essential Evidence Accessible
NARA Storage Staff (Arrow)
NARA staff involved in the activities associated with storage, retrieval, and disposal of records in the all NARA facilities, including the Record Centers and Presidential Libraries.
Used At:
A51:Accept Physical Custody
A54:Store Appropriately
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
NARA-Identified Need for Assistance (Arrow)
A need identified by NARA's Records Management Program for formal assistance from NARA (in the form of Targeted Assistance Staff) to address a specific records management problem in a specific Federal agency. This need may have been brought to NARA's attention by a third party, such as an organization with oversight responsibilities.
Used At:
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
NARA-Identified Need for Inspection or Study (Arrow)
A need identified within NARA for a study or inspection of an agency records management program, or a need expressed by someone outside the agency and communicated to NARA for an inspection or evaluation based on a perceived risk to the records of the agency.
Used At:
A21:Provide Formal Assistance
A2:Ensure Good Records Management in the Federal Government
NARA-Identified Requirements Based on Disposition (Arrow)
Guidance from NARA on the requirements that should be built into an information technology system, including identification of the requirements that should be included as a result of a specific disposition determination.
Used At:
A2:Ensure Good Records Management in the Federal Government
Need for Additional Information about Potentially Permanent Records (Arrow)
A need for more information (in addition to that supplied during the creation of the schedule and submitted with the schedule) from a Federal Creator to support NARA's later lifecycle processes, particularly description.
Used At:
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Need for Additional Information from Creator (Arrow)
A need for more information from a Federal Creator about potentially permanent records (to assist with NARA description of the records), or a need for more information about records being scheduled (to assist with the scheduling and appraisal process).
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Need for Advocacy (Arrow)
A need identified by a Creator to educate or promote among government organizations and individuals the importance of good records management or a need to promote information on specific records issues.
Used At:
A2:Ensure Good Records Management in the Federal Government
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:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
Need for Essential Evidence (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:
A0:Manage Documentary Material Throughout Lifecycle
A6:Make Essential Evidence Accessible
Need for Information about Records from Creator (Arrow)
A parent arrow which includes needs generated at various points in the records lifecycle for the Creator to provide more information about the records.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
Need for Modification of Preservation and Access Plan (Arrow)
A need to modify an Initial Preservation and Access Plan based on a discrepancy between how the records were represented earlier in the lifecycle and how they were actually transferred.
Used At:
A61:Assess Need for Processing
Need for More Information about Records to be Scheduled (Arrow)
A need for more information from a Federal Creator about records being scheduled (to assist with the the scheduling and appraisal process). This may include a need for the Federal Creator's Records Management Program Staff to collect more information about the records from the Creator's Business Function Staff.
Used At:
A41:Use NARA Tools to Suggest Disposition
A4:Determine Disposition
Need for NARA Assistance or Guidance (Arrow)
A parent arrow which includes all the Creator's needs for records management assistance and guidance from NARA.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
Need for NARA Guidance (Arrow)
A need by a Creator for guidance from NARA on records management issues. This includes both a general need for high level guidance and a specific need for guidance on a particular issue.
Used At:
A2:Ensure Good Records Management in the Federal Government
Need for NARA Records Management Training (Arrow)
A need, expressed formally or informally, for training in the Federal government to promote effective records management programs.
Used At:
A2:Ensure Good Records Management in the Federal Government
Need for Records Management Tools or Forms (Arrow)
A need by a Creator for tools or forms from NARA to support its records management program.
Used At:
A2:Ensure Good Records Management in the Federal Government
Need to Acquire Documentary Material (Arrow)
A NARA Business Need for a Presidential Library to acquire materials from a donor to complement or expand the materials in its collection.
Used At:
A3:Plan, Negotiate and Develop Strategies
Need to Adjust Processing Strategies (Arrow)
A need to process records that are unprocessed or that need additional processing before they can be made accessible. This need is usually triggered by a FOIA request for Presidential records that have not been processed, or a FOIA or special access request for Federal records that need additional processing.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A64:Process Requests
A6:Make Essential Evidence Accessible
Need to Change Access Review Implementation (Arrow)
Resulting from a successful Appeal for Reversal of Denied Access Request, a need to change the status of records that are withdrawn or redacted, releasing more information in accordance with the appeal decision.
Used At:
A624:Perform Access Review
A62:Process Records
A65:Respond to Request
A6:Make Essential Evidence Accessible
Need to Determine Disposition for Transferred Records (Arrow)
A need to obtain an approved disposition on material discovered in the course of processing which is not covered by an existing disposition. This can occur with Federal records, but is more common with Presidential records and donated material.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A61:Assess Need for Processing
A624:Perform Access Review
A62:Process Records
A6:Make Essential Evidence Accessible
Need to Modify Invalid Template (Arrow)
A need to modify a template that has been identified as invalid.
Used At:
A53:Manage Template Repository
Need to Notify Creator of Pending Destruction (Arrow)
For Federal records and in cases where no explicit authorization for destruction is included in a Deed of Gift, a need to consult or notify a Federal or Private Creator of the proposed destruction of records.
Used At:
A55:Dispose of Non-Essential Evidence
Need to Output Template (Arrow)
A need to provide a template to a user.
Used At:
A53:Manage Template Repository
Need to Revisit Disposition Determination (Arrow)
Identified as part of a Strategy for Reviewing a Proposed Disposition, a need to conduct a scheduled review of an approved disposition--for example for a disposition approved before any records were created in an IT system.
Used At:
A4:Determine Disposition
Negative Response to Appeal (Arrow)
A response issued to an Appeal for Reversal of Denied Access Request, notifying the User that the appeal has been denied.
Used At:
A65:Respond to Request
Negotiate Terms for Processing Federal Records (Activity)
The process of NARA coming to an agreement with a Federal Creator about the circumstances under which NARA may undertake processing activities on records prior to the transfer of legal custody.
Used At:
A3:Plan, Negotiate and Develop Strategies
Negotiate with Agency (Activity)
If the results of the NARA Internal Review and the recommendations in the Appraisal Report do not concur with the Proposed Disposition, the process of negotiating with the Federal Creator to resolve NARA's concerns regarding the Proposed Disposition.
Used At:
A431:NARA Reviews Proposed Disposition
Negotiate with NARA (Activity)
The process of negotiating with NARA to address concerns raised within NARA's internal review, resolve NARA Revisions to Proposed Disposition, or address concerns about the disposition raised during the creator's review, including the resolution issues raised by Public and Federal Stakeholders.
Used At:
A432:Agency Reviews Proposed Disposition
Negotiated Disposition Determination (Arrow)
A Proposed Disposition that is acceptable to NARA and the Federal Creator, and which has been reviewed by Public Stakeholders.
Used At:
A43:Review Proposed Disposition
A4:Determine Disposition
New Business Need (Arrow)
A need for NARA or some other part of government to carry out a new business function or activity.
Used At:
A3:Plan, Negotiate and Develop Strategies
New or Enhanced Archival Description (Arrow)
An archival description, either newly-created or a modified existing archival description, for the records being processed.
Used At:
A62:Process Records
Notification of Concurrence with Intent to Destroy Presidential Records (Arrow)
A notification sent from the Archivist of the United States to the White House indicating that the Archivist intends to take no action on a Notification of Intent to Destroy Presidential Records.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
Notification of Congress of Intent to Destroy Presidential Records (Arrow)
A notification sent from the Archivist of the United States to the appropriate Congressional committee notifying Congress of a Notification of Intent to Destroy Presidential Records with which the Archivist does not concur.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
Notification of Destruction (Arrow)
A confirmation from NARA to the Creator that the records identified for destruction have been destroyed.
Used At:
A55:Dispose of Non-Essential Evidence
Notification of Intent to Destroy Presidential Records in Active Use (Arrow)
A notification sent from the White House to NARA notifying the Archivist of the United States of a desire to destroy Presidential records. The Archivist may notify the White House that he intends to take no action, or he may notify the appropriate Congressional committee of the White House's intentions.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A2:Ensure Good Records Management in the Federal Government
Notification of Pending Destruction (Arrow)
A notification sent from NARA to the Creator, asking permission to destroy records in accordance with an approved disposition determination.
Used At:
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Notification of Problem with Verification of Transferred Records (Arrow)
A notification to the Creator from NARA that a physical transfer of records was unsuccessful, for example, because the wrong records were transferred or because records were damaged or corrupted during transfer.
Used At:
A51:Accept Physical Custody
Notification of Registered or Deposited Template (Arrow)
Confirmation from the template repository that a records template has been successfully registered or deposited.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A4:Determine Disposition
A53:Manage Template Repository
Notification of Rejected Template (Arrow)
Notification from the template repository that a template submitted for registration or deposit has been rejected. This includes information about why the template was rejected.
Used At:
A53:Manage Template Repository
Notification that Records Not Physically Accessible (Arrow)
A notification that the responsive records are not physically available to the User, for example that they are located in a different storage facility or are out for preservation.
Used At:
A64:Process Requests
Obtain Guidance if Schedule Not Needed (Activity)
If appropriate, identify that the records being scheduled are already covered by an existing disposition (e.g. an accretion or a General Records Schedule) or are considered to be non-record material.
Used At:
A41:Use NARA Tools to Suggest Disposition
Obtain Guidance to Gather More Information about Records or Seek Assistance (Activity)
If appropriate, identify when more information about the records to be scheduled is needed in order for NARA to supply a Suggested Disposition, or when more consultation with NARA Appraisal Staff is needed.
Used At:
A41:Use NARA Tools to Suggest Disposition
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:
A624:Perform Access Review
Obtain System Generated Suggested Disposition and Examples of Similar Schedules (Activity)
To provide, if requested, samples of examples of approved dispositions for records that are similar to those being scheduled, and to identify, if requested, a System-Generated Suggested Disposition for the records being scheduled, based on the information provided by the Federal Creator and NARA Disposition Standards.
Used At:
A41:Use NARA Tools to Suggest Disposition
Offer of Material for Donation (Arrow)
An unsolicited offer from a non-Federal organization, family, or person to donate material to NARA.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
Optional Lifecycle Data about Records being Scheduled (Arrow)
Additional information about the records being scheduled (provided in addition to the mandatory information). This includes information provided by the creator to assist in obtaining a Suggested Disposition.
Used At:
A41:Use NARA Tools to Suggest Disposition
Outputted Templates (Arrow)
A template or a copy of a template that has been output from the Template Repository.
Used At:
A53:Manage Template Repository
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:
A62:Process Records
Perform Other Kinds of Processing (Activity)
To conduct any additional processing needed in order to provide access to the records for the public. This includes the creation or modification of templates for the records, identifying material to be destroyed or transferred (i.e. weeding), and making copies needed for archival functions.
Used At:
A62:Process Records
Perform Preservation Processing (Activity)
To perform non-routine preservation actions on records, such as transformations of electronic records, and reformatting and rehousing of non-electronic records. This does not include routine actions conducted as routine holdings maintenance.
Used At:
A62:Process Records
Permission or Denial to Transfer Records (Arrow)
An authorization to transfer records in response to a Request or Offer to Transfer Material (including the terms or instructions for the transfer), or a denial of the request or offer (including the reasons for the denial).
Used At:
A51:Accept Physical Custody
Permission or Instructions Regarding the Destruction of Records (Arrow)
A notification sent from the Creator to NARA, giving permission to destroy records in accordance with an approved disposition determination, or providing other instructions regarding the destruction.
Used At:
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Permission to Transfer or Destroy Discovered Material (Arrow)
Legal authorization from the Creator to transfer or destroy material discovered in the course of processing which is not covered by existing disposition. This occurs either when NARA does not want to accession the material into the National Archives or when the Creator requests that the material be returned or transferred to another custodian.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A54:Store Appropriately
A5:Store Essential Evidence
Plan, Negotiate and Develop Strategies (Activity)
1) Analyzing the demands on NARA resources to carry out records lifecycle activities, and prioritizing and developing strategies to meet those demands.
2) Collecting and analyzing information about potential high-level records issues, and proactively developing action plans to address those issues.
3) Negotiating with agencies the terms under which NARA can process records before transfer of legal custody.
4) Managing donations.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
Prepare Appraisal Report (Activity)
To compile background documentation and write an analysis of why the proposed disposition should be approved or rejected.
Used At:
A431:NARA Reviews Proposed Disposition
Preservation-Processed Records (Arrow)
Records that have had a non-routine preservation action taken on them to ensure their continued preservation.
Used At:
A62:Process Records
Presidential Creator (Arrow)
The Presidential administration that creates, receives, maintains, and manages the records.
Used At:
A624:Perform Access Review
Prioritization & Recommendations for Needs (Arrow)
A prioritization of the demands on NARA resources to carry out records lifecycle activities (received in the form of Assessments of Need).
Used At:
A3:Plan, Negotiate and Develop Strategies
Prioritize Need Assessments & Tasks within Assessments (Activity)
Analyzing the demands on NARA resources to carry out records lifecycle activities (received in the form of Assessments of Need), and prioritizing those demands (and if appropriate the tasks within those demands) based on established NARA priorities and available management data.
Used At:
A3:Plan, Negotiate and Develop Strategies
Private Creator (Arrow)
An organization or person (other than a Federal or Presidential organization) who creates, receives, maintains, and manages records suitable for donation to the National Archives, or which have been donated to the National Archives. This includes the legal representatives or legal heirs of the Private Creator.
Used At:
A3:Plan, Negotiate and Develop Strategies
Process Appeals (Activity)
To carry out activities required to process an appeal of an access review determination.
Used At:
A65:Respond to Request
Process Queries (Activity)
The processes needed to accept and process queries about the contents of the Template Repository, provide accurate results for queries.
Used At:
A53:Manage Template Repository
Process Records (Activity)
All of the activities associated with the processing of records (managed by a processing strategy and work flow), including arrangement and description, access review, and preservation activities.
Used At:
A6:Make Essential Evidence Accessible
Process Request to Transfer (Activity)
Receiving a Request or Offer to Transfer Material, examining the contents of the request or offer (including verifying the disposition authority, authorization of the entity requesting the transfer, and the information provided about the records), and based on this analysis, either authorizing or denying the request or offer.
Used At:
A51:Accept Physical Custody
Process Requests (Activity)
To receive requests for records or information, identify responsive records or information, verify user access rights, submit requests to retrieve records, and carry out other processes needed to support the processing of requests. This includes processes needed to receive and process FOIA requests.
Used At:
A6:Make Essential Evidence Accessible
Processed Records Returning to Storage (Arrow)
Records that are no longer needed for processing, and that are ready to return to NARA storage.
Used At:
A54:Store Appropriately
A5:Store Essential Evidence
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Processing Agreement (Arrow)
The agreement reached between NARA and the Creator about the circumstances under which NARA may process the records prior to the transfer of legal custody.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A3:Plan, Negotiate and Develop Strategies
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Processing Strategy (Arrow)
A plan developed by NARA that dictates the level of processing needed for each incoming series of records. This strategy takes into account the Processing Agreement developed between an agency and NARA.
Used At:
A62:Process Records
A6:Make Essential Evidence Accessible
Processing Workflow (Arrow)
An identification of the work flow and resources to be used to process the records.
Used At:
A624:Perform Access Review
A626:Perform Other Kinds of Processing
A62:Process Records
Proposed Disposition and Information for Records (Arrow)
The proposed disposition for a group of records, including required information about the records, submitted by the Federal Creator for NARA approval.
Used At:
A41:Use NARA Tools to Suggest Disposition
A42:Evaluate Proposed Disposition
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Proposed Disposition and Information for Records To Be Transferred (Arrow)
For records for which the proposed disposition includes physical transfer to NARA for either temporary or permanent storage, the proposed disposition for a group of records, including required information about the records, submitted by the Federal Creator for NARA approval.
Used At:
A61:Assess Need for Processing
Provide Assistance for Template Creation & Modification (Activity)
To provide tools and carry out activities that support the efficient and complete creation or modification of templates to be submitted to the template repository.
Used At:
A53:Manage Template Repository
Provide Concurrence on or Revisions to Proposed Disposition (Activity)
To analyze the information and comments gathered during the NARA review, and provide to the Federal Creator either a concurrence on the Proposed Disposition or a request for specific revisions to the Proposed Disposition.
If the NARA review results in a request to change the proposed disposition from "temporary" to permanent," then a need for additional information about the permanent records may also result.
Used At:
A431:NARA Reviews Proposed Disposition
Provide Formal Assistance (Activity)
To provide assistance to a Federal agency by providing NARA staff that work in partnership with the agency to solve a specific records management problem.
Used At:
A2:Ensure Good Records Management in the Federal Government
Provide Guidance That Responds to Business Needs (Activity)
To provide guidance that meets the business needs of government entities-that is, guidance that is timely, relevant, easily available, and easily understandable.
Used At:
A2:Ensure Good Records Management in the Federal Government
Provide Mandatory Information about Creator, Function, and Records (Activity)
To provide the information required by NARA for the scheduling of all records (temporary or permanent).
Used At:
A41:Use NARA Tools to Suggest Disposition
Provide Optional Information about Function and Records (Activity)
To provide additional optional information to NARA about the records being scheduled, usually to assist NARA in identifying a Suggested Disposition for the records.
Used At:
A41:Use NARA Tools to Suggest Disposition
Provide Records Management Tools & Forms (Activity)
To provide tools and forms to support the conduct of records management in the Federal government, including transactions with NARA. Tools may include IT applications, and forms may be delivered both in paper and electronic form.
Used At:
A2:Ensure Good Records Management in the Federal Government
Provide Records Management Training (Activity)
To provide training and training materials (and conduct any related certification) to government entities to promote effective records management programs and enhance the capabilities of Federal records management staff.
Used At:
A2:Ensure Good Records Management in the Federal Government
Provide Records to User (Activity)
To make the records, or appropriate copies of the records, available to the user.
Used At:
A65:Respond to Request
Provide Response to Request (Activity)
The process of taking Information for Response to Request, and providing a response to the User.
Used At:
A65:Respond to Request
Provide Templates (Activity)
To output a template or a copy of a template from the Template Repository.
Used At:
A53:Manage Template Repository
Public Comments on Proposed Disposition (Arrow)
Comments on the Proposed Disposition provided by Public Stakeholders, usually in response to the Federal Register comment process.
Used At:
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
Public Reviews Proposed Disposition (Activity)
The activities needed for Public Stakeholders to review a Proposed Disposition, including the publishing of a Federal Register notice, providing copies of the Proposed Disposition, creating and submitting comments.
Used At:
A43:Review Proposed Disposition
Public Stakeholders (Arrow)
A person or organization who has a particular interest in the disposition of a group of records. Public Stakeholders may voice concerns about a Proposed Disposition through the Federal Register comment process.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A431:NARA Reviews Proposed Disposition
A432:Agency Reviews Proposed Disposition
A43:Review Proposed Disposition
A4:Determine Disposition
Pursue Follow-up Actions (Activity)
The process of NARA negotiating with an agency which has rejected an offer of formal assistance. This negotiation may result in a NARA eventually providing the formal assistance, NARA identifying a need for an inspection or evaluation of the agency's records management program, or other actions.
Used At:
A21:Provide Formal Assistance
Query for Example Dispositions (Arrow)
A query from NARA Scheduling Tools to retrieve Example Dispositions from the Lifecycle Data Repository that are similar to those for the records being scheduled.
Used At:
A0:Manage Documentary Material Throughout Lifecycle
A41:Use NARA Tools to Suggest Disposition
A4:Determine Disposition
A5:Store Essential Evidence
Ranking of Confidence In Proposed Disposition (Arrow)
An assessment of the degree to which the Proposed Disposition and Information for the Records and NARA Disposition Standards match, and therefore the degree of confidence that the Degree of Matching Between Proposed Disposition and Standards is correct.
Used At:
A42:Evaluate Proposed Disposition
Rearranged Records (Arrow)
Records that have been physically rearranged to group newly-identified series together, add an accretion to an existing series, or in order to conform to the original order.
Used At:
A62:Process Records
Receive and Evaluate Request (Activity)
To receive requests (in any form) for information or records (including requests based on the Freedom of Information Act), and track, evaluate, and direct the request to the appropriate individual or unit for response.
Used At:
A64:Process Requests
Records Being Transferred to Different Storage Facility (Arrow)
Records being transferred from one NARA storage facility to another, for example, from a Federal Records Center to the National Archives.
Used At:
A51:Accept Physical Custody
A5:Store Essential Evidence
Records for Access Review (Arrow)
A subset of Records for Processing, records that require access review.
Used At:
A624:Perform Access Review
Records for Destruction (Arrow)
Records retrieved from NARA storage to be destroyed.
Used At:
A55:Dispose of Non-Essential Evidence
A5:Store Essential Evidence
Records for Processing (Arrow)
Records retrieved from storage to be processed.
Used At:
A626:Perform Other Kinds of Processing
A62:Process Records
A6:Make Essential Evidence Accessible
Records for Transfer (Arrow)
Records being sent from the Creator to NARA's physical custody.
Used At:
A-0:Manage Documentary Material Throughout Lifecycle, Part 2 (CONTEXT)
A0:Manage Documentary Material Throughout Lifecycle
A51:Accept Physical Custody
A5:Store Essential Evidence
Records for Transfer or Destruction (Arrow)
Records retrieved from storage to be transferred to another NARA facility or another custodian or which need to be destroyed.
Used At:
A54:Store Appropriately
Records For Which a Template Has Been Created (Arrow)
Records for a template was created or modified by NARA during processing.
Used At:
A626:Perform Other Kinds of Processing
Records Management Tools & Forms (Arrow)
Tools and forms to support the conduct of records management in the Federal government, including transactions with NARA. Tools may include IT applications, and forms may be delivered both in paper and electronic form.
Used At:
A2:Ensure Good Records Management in the Federal Government
Records Which Have Been Copied (Arrow)
Records which have had reproductions made for preservation, reference, or other archival purposes.
Used At:
A626:Perform Other Kinds of Processing
Records Which Have Been Weeded (Arrow)
Records which have had non-record or temporary record material either removed or identified for removal.
Used At:
A626:Perform Other Kinds of Processing
Refer Equities (Activity)
For material which NARA does not have the authority to declassify, the process of consulting with, and requesting declassification authority and instructions from, Federal agencies and organizations about the information they own within material being considered for release.
Used At:
A624