Records Managers

NWM 12.2009

April 09, 2009

MEMORANDUM TO FEDERAL AGENCY RECORDS OFFICERS: Scheduling Electronic Records.

The National Archives and Records Administration (NARA) issued a memorandum to all Federal agency records officers in October 2008 (NWM 03.2009) requesting specific information from agencies on their plans for scheduling their unscheduled electronic records and systems. This request was made in accordance with Section 207(e) of the E-Government Act of 2002 [44 U.S.C. 3601] and NARA Bulletins 2008-03, Scheduling Existing Electronic Records, and 2006-02, NARA Guidance for Implementing Section 207(e) of the E-Government Act of 2002.

As directed in the NARA Bulletins, agencies must submit to NARA schedules for those electronic records and systems that were in existence as of December 17, 2005. The deadline for completing this task is September 30, 2009. With only six months remaining before the deadline, we would like to hear from all of you regarding the progress you are making in scheduling these records. Specifically, we would like to receive the following information from you:

  1. A list of your mission-related electronic records systems or series that you have identified as existing systems per the definition in NARA Bulletin 2008-03;

  2. The name and brief description of the series or system and when you expect to submit a schedule for it to NARA; and

  3. A summary report documenting the percentage towards completion for scheduling your existing electronic records series or systems.

Please provide the above information to your NARA appraisal archivist by April 30, 2009.

I would like to thank the agencies that have responded to our previous requests and have shown progress towards the goal. For many other agencies, however, NARA has not received the information required by law and requested in the NARA Bulletins. With the deadline fast approaching it is critical that we hear from you now so that we may work with you in meeting this challenge. I would also like to bring to your attention that at the end of Fiscal Year 2009, NARA will be submitting a report to Congress documenting the progress made by Federal agencies on the scheduling and transferring of Federal records to the National Archives.

To assist you in your scheduling activities, NARA will be holding two free workshops designed to help you develop effective records schedules for your existing electronic records (e.g., databases, scanned images, and other electronic records). The workshops will be offered on May 11 and 12 at the National Archives building in Washington, D.C. Each of the one-day workshops will include (1) a morning session of practical tips and guidance presented by NARA staff, (2) an afternoon session of Q&A to provide attendees with an opportunity to ask specific questions about developing electronic records schedules, and (3) breakout sessions to offer agencies an opportunity to meet with their appraiser to review agency system inventories, schedule agency visits, and ask questions that are agency-specific. To learn more about these workshops, including registration information, please see NWM 10.2009, Electronic Records Scheduling Workshops, on the NARA records management web site.

If you have any questions, please contact the Lifecycle Management Division appraiser or Regional Records Management Contact assigned to work with your agency. A list of the appraisal and scheduling work groups is posted on the NARA web site at: http://www.archives.gov/records-mgmt/appraisal/index.html.

   

SUSAN R. CUMMINGS
Acting Director
Modern Records Programs

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