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Implementing New GRS Transmittals

NARA provides the GRS to reduce the need for agency-specific schedules. Agencies are required to use the GRS unless they have an approved deviation (see GRS Deviations). NARA issues new GRS through GRS Transmittals. Notifications about new GRS Transmittals go to agencies by AC Memo. To receive these memos, subscribe to Federal Records Management Emails. GRS Transmittals are available on our website. 

When NARA issues a new GRS Transmittal, agencies must: 

  • Update your agency’s use of the GRS within 6 months.
  • Notify NARA within 120 days if you prefer to use your approved disposition items instead of new or revised GRS items. This includes agency-specific schedules with approved GRS Deviations or previously approved by a GRS Notification. See GRS Notifications for instructions on submitting this notification. An approved notification is an approval to deviate from the current GRS.

Authority: 36 CFR 1227.12
 

When NARA issues a new GRS Transmittal, your agency should:

1.  Review the disposition items your agency uses.

  • For updated GRS items: Review superseded GRS items. Your agency should have your own version of the GRS for use in your agency. We do not recommend only pointing to the GRS on NARA’s website.
    • Make sure that the item descriptions still match.
    • Identify any changes in record retention.
  • For new GRS items: Review your agency-specific disposition items to determine if the new GRS items supersede them. New GRS authorities supersede approved agency-specific authorities if they cover the same records. 
    • If the GRS item is mandatory, your agency must use the GRS. 
    • If you prefer to use your existing approved authority, submit a GRS notification. See GRS Notifications. 
      • You have 120 days after issuance of a GRS Transmittal to submit a notification. If it is too late to submit a GRS Notification, you will have to submit an agency-specific schedule requesting a deviation. See GRS Deviations.
    • If your agency has not scheduled records covered by a new GRS authority, you can:
      • Use the GRS.
      • Submit an agency-specific schedule requesting to deviate from the GRS. See GRS Deviations.

For GRS deviations on approved agency-specific schedules: Review agency-specific items that are deviations from the GRS, including big bucket or aggregate items. If you still prefer to use your agency-specific item, you must submit a GRS Notification within 120 days of the GRS Transmittal. See GRS Notifications for instructions.

What do I do if a new or revised GRS disposition instruction doesn’t work for my agency?

  1. Review Use the GRS to see if tailoring the item will meet your agency’s needs.
  2. Submit a GRS Notification if it is within 120 days of issuance of the GRS. See GRS Notifications for instructions.
  3. Request a deviation from the GRS by submitting a new agency-specific schedule. See GRS Deviations. 

 

2.  Update your internal disposition authorities as needed.

  •  Agencies must use the GRS unless they have a need to deviate.
  • Update disposition item information as needed. See How to Use the GRS for information on tailoring GRS items to meet your agency’s needs.
  • Update disposition instructions as needed. Keep in mind that your agency can use a longer retention if needed, provided the GRS allows it. GRS items that allow longer retention will state that longer retention is authorized for business use.
  • Cite the new GRS disposition authority. Do not cite the GRS chapter and item number alone. The disposition authority is a more useful indicator that you have the current item as it changes with updates. 
  • Keep track of changes to inform the Federal Records Center Program (FRCP) or storage service providers and agency staff.
  • Consider vetting the proposed changes with agency stakeholders such as affected program offices, General Counsel, Inspector General, and others designated as part of the agency policy approval process.

3. Issue updates to your internal disposition authorities to agency users 

  • Communicate changes in the agency schedule and/or records management guidance to agency staff.

4. Notify your storage service provider, such as the Federal Records Center Program (FRCP), of any changes that affect records in storage.

  • Contact your FRC account manager for assistance with records held in a Federal Records Center.

 

Checklist for Implementing the GRS 

 

 GRS home page

 

 

 

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