Notice2022-07041
Records Management; General Records Schedule (GRS); GRS Transmittal 32
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
April 4, 2022
Effective
April 4, 2022
Issuing agencies
National Archives and Records Administration
Abstract
NARA is issuing revisions to the General Records Schedule (GRS). The GRS provides mandatory disposition instructions for records common to several or all Federal agencies. Transmittal 32 includes only changes we have made to the GRS since we published Transmittal 31 in April 2020. Additional GRS schedules remain in effect that we are not issuing via this transmittal.
Full Text
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<title>Federal Register, Volume 87 Issue 64 (Monday, April 4, 2022)</title>
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[Federal Register Volume 87, Number 64 (Monday, April 4, 2022)]
[Notices]
[Pages 19533-19534]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2022-07041]
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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
[NARA-2022-030]
Records Management; General Records Schedule (GRS); GRS
Transmittal 32
AGENCY: National Archives and Records Administration (NARA).
ACTION: Notice of new General Records Schedule (GRS) Transmittal 32.
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SUMMARY: NARA is issuing revisions to the General Records Schedule
(GRS). The GRS provides mandatory disposition instructions for records
common to several or all Federal agencies. Transmittal 32 includes only
changes we have made to the GRS since we published Transmittal 31 in
April 2020. Additional GRS schedules remain in effect that we are not
issuing via this transmittal.
DATES: This transmittal is effective April 4, 2022.
ADDRESSES: You can find all GRS schedules, crosswalks, and FAQs at
<a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a> (in Word, PDF, and CSV
formats). You can download the complete current GRS, in PDF format,
from the same location.
FOR FURTHER INFORMATION CONTACT: For more information about this notice
or to obtain paper copies of the GRS, contact Kimberly Keravuori,
Regulatory and External Policy Program Manager, by email at
<a href="/cdn-cgi/l/email-protection#57253230223b36233e38390834383a3a32392324173936253679303821"><span class="__cf_email__" data-cfemail="f5879092809994819c9a9baa969a9898909b8186b59b948794db929a83">[email protected]</span></a> or by telephone at 301.837.3151.
Writing and maintaining the GRS is the GRS Team's responsibility.
This team is part of Records Management Services in the National
Records Management Program, Office of the Chief Records Officer, at
NARA. You may contact NARA's GRS Team with general questions about the
GRS at <a href="/cdn-cgi/l/email-protection#17504544484372767a577976657639707861"><span class="__cf_email__" data-cfemail="9bdcc9c8c4cffefaf6dbf5fae9fab5fcf4ed">[email protected]</span></a>.
Your agency's records officer may contact the NARA appraiser or
records analyst with whom your agency normally works for support in
carrying out this transmittal and the revised portions of the GRS. You
may access a list of the appraisal and scheduling work group and
regional contacts on our website at <a href="http://www.archives.gov/records-mgmt/appraisal/index.html">http://www.archives.gov/records-mgmt/appraisal/index.html</a>.
SUPPLEMENTARY INFORMATION: GRS Transmittal 32 announces changes to the
General Records Schedules (GRS) made since we published GRS Transmittal
31 in April 2020. The GRS provide mandatory disposition instructions
for records common to several or all Federal agencies. Transmittal 32
includes alterations to seven previously published schedules.
You can find all schedules (in Word and PDF formats), a master
crosswalk, FAQs for all schedules, and FAQs about the whole GRS at
<a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a>. At the same location,
you can also find the entire GRS (just schedules--no crosswalks or
FAQs) in a single document you can download.
1. What changes does this transmittal make to the GRS?
GRS Transmittal 32 publishes updates to:
GRS 2.4 Employee Compensation and Benefits Records (see question 2
below)
GRS 2.7 Employee Health and Safety Records (see question 3 below)
GRS 4.2 Information Access and Protection Records (see question 4
below)
GRS 4.4 Library Records (see question 5 below)
GRS 5.3 Continuity and Emergency Planning Records (see question 6
below)
GRS 5.6 Security Records (see question 7 below)
GRS 5.7 Agency Accountability Records (see question 8 below)
2. What changes did we make to GRS 2.4?
We added a flexible retention option (``but longer retention is
authorized if required for business use'') to item 035. Our omission of
this flexibility from the original item was an oversight.
[[Page 19534]]
3. What changes did we make to GRS 2.7?
We added two items to cover records of vaccine attestations for
Federal employees and contractors (item 063) and visitors (item 064),
and two items to cover symptom screening and testing records for
Federal employees (item 065) and contractors and visitors (item 66).
4. What changes did we make to GRS 4.2?
We reduced the retention period of item 100. It previously directed
agencies to retain the records for 30 years after completing a
declassification review. Now, agencies may destroy records documenting
a declassification review immediately upon either of two subsequent
events: The agency conducts another declassification review or the
agency transfers the reviewed records to NARA. We altered the retention
period in response to a request from the Department of State, which
pointed out that the previous instruction could result in agencies
being required to retain records documenting the declassification
process until as late as 105 years after the records were created.
5. What changes did we make to GRS 4.4?
We modified the background information to clarify that the schedule
applies to library and information centers within agencies, but not to
stand-alone libraries, such as the Library of Congress, or national
libraries.
6. What changes did we make to GRS 5.3?
In the first sentence of the Background Information, we changed the
generic word ``sensitive'' to a term with a precise definition:
``controlled unclassified.''
7. What changes did we make to GRS 5.6?
We updated this schedule to further clarify that it does not
include records related to Federal law enforcement and Federal
correctional activities and that this exclusion includes border and
transportation security and immigration and naturalization services. We
changed the schedule title ``Security Management Records'' to help with
this distinction.
We altered item 010 to clarify the subject matter as security
management and expanded the description's list of examples. We removed
the bullet for standard operating procedures manuals, as they are
properly covered by GRS 5.7, item 030.
We revised items 030, 090, and 100 to clarify that they do not
cover records related to Federal law enforcement and correctional
activities including border and transportation security and immigration
and naturalization services. Item 090 was revised to make it clear that
it does not apply to videos of accidents or incidents or video
surveillance of accidents or incidents in Federal facilities or
facilities operated by contractors on behalf of the Federal Government.
We revised item 120's disposition instruction to be more concise.
We revised item 130's title to clarify that it covers all manner of
temporary access identification records. We changed the term
``sensitive data'' to ``controlled unclassified information'' in items
180 and 181.
8. What changes did we make to GRS 5.7?
We revised this schedule to clarify that it applies only to records
related to management and oversight of agency administrative functions.
This included changing the name of the schedule to ``Administrative
Management and Oversight Records'' and updating the background
information to clarify that it applies only to management of
administrative functions, not functions related to agency mission. The
new background section specifically excludes records related to agency
strategic planning and performance management.
We altered item 010's title and revised the list of examples to
remove generic records types that are arguably not ``management
controls.''
We revised the title of item 040 and added a sentence to the
description to clarify that the item applies only to requirements for
reports related to administrative activities. We also added an
exclusion to clarify that item 040 does not cover the reports
themselves.
We eliminated from item 050's list of included records reports that
are not specific to administrative activities, such as Performance and
Accountability Reports (PAR). We also added an exclusion to make it
clear that mandatory reports related to non-administrative matters are
not covered by this item and must be scheduled by the agency.
9. How do agencies cite GRS items?
When you send records to an FRC for storage, you should cite the
records' legal authority--the ``DAA'' number--in the ``Disposition
Authority'' column of the table. Please also include schedule and item
number. For example, ``DAA-GRS-2017-0007-0008 (GRS 2.2, item 070).''
10. Do agencies have to take any action to implement these GRS changes?
NARA regulations (36 CFR 1226.12(a)) require agencies to
disseminate GRS changes within six months of receipt.
Per 36 CFR 1227.12(a)(1), you must follow GRS dispositions that
state they must be followed without exception.
Per 36 CFR 1227.12(a)(3), if you have an existing schedule that
differs from a new GRS item that does not require being followed
without exception, and you wish to continue using your agency-specific
authority rather than the GRS authority, you must notify NARA within
120 days of the date of this transmittal.
If you do not have an already existing agency-specific authority
but wish to apply a retention period that differs from that specified
in the GRS, you must submit a records schedule to NARA for approval via
the Electronic Records Archives.
David S. Ferriero,
Archivist of the United States.
[FR Doc. 2022-07041 Filed 4-1-22; 8:45 am]
BILLING CODE 7515-01-P
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</html>Indexed from Federal Register on April 4, 2022.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.