Records Managers

AC 22.2013

May 2, 2013

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Agency Review of New Draft General Records Schedules

NARA’s General Records Schedule (GRS) Team is in midst of a five-year project to entirely rewrite the GRS so that it reflects current government functions and practices. For more information on this project, please visit our website at http://www.archives.gov/records-mgmt/grs/. We are inviting all Federal agencies to participate in the review process. Attached for your review are the following draft schedules:

DAA-GRS-2013-0001: Input Records, Output Records, and Electronic Copies
DAA-GRS-2013-0002: Records Related to Records and Information Management
DAA-GRS-2013-0003: Financial Management Records
DAA-GRS-2013-0004: Records Related to System Development
DAA-GRS-2013-0005: Records Related to Information Technology Infrastructure and System Maintenance
DAA-GRS-2013-0006: Information Systems Security Records

Each file contains two versions of the schedule and the appraisal memo.  The first version of the schedule is the PDF version from ERA. The second is the format that will appear when the schedule is published online. The appraisal memo provides additional background explanation.

These drafts are being sent to Federal agencies prior to public review via publication in the Federal Register.  We would like to hear from agencies first so that what is eventually published in the Federal Register already has your approval as our stakeholders.

Your review should focus on these questions:

  • Are records correctly and completely described?
  • Are retention periods too long, too short, or just right?
  • Are items missing that should be included?
  • Are items present that should be deleted?

We encourage you to forward schedules to agency staff working in functions whose records the schedules describe.  Their feedback on the above questions and on schedules’ viability and usefulness will be invaluable.

We appreciate your staff taking the time to review these drafts and provide comments. Our master overhaul of the GRS will necessarily affect every agency throughout the Federal government.  Please help us refine schedules so that they serve your needs.

You may still dispose of records using the current GRS until the new schedules are approved and transmitted to agencies for implementation.

Please use the attached comment form to submit any comments, sending a separate comment form for each schedule. Questions and comments may be sent to GRS_Team@nara.gov.  We will accept comments through May 31, 2013.

PAUL M. WESTER, JR.
Chief Records Officer
for the U.S. Government

Attachments:

DAA-GRS-2013-0001-draft.pdf
DAA-GRS-2013-0002-draft.pdf
DAA-GRS-2013-0003-draft.pdf
DAA-GRS-2013-0004-draft.pdf
DAA-GRS-2013-0005-draft.pdf
DAA-GRS-2013-0006-draft.pdf
GRS Schedule Review Comment Form.docx

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