Notice2023-00379
Records Management; General Records Schedule (GRS); GRS Transmittal 33
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
January 11, 2023
Effective
January 11, 2023
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 33 includes only changes we have made to the GRS since we published Transmittal 32 in March 2022. Additional GRS schedules remain in effect that we are not issuing via this transmittal.
Full Text
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<title>Federal Register, Volume 88 Issue 7 (Wednesday, January 11, 2023)</title>
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[Federal Register Volume 88, Number 7 (Wednesday, January 11, 2023)]
[Notices]
[Pages 1610-1611]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-00379]
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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
[NARA-2023-013]
Records Management; General Records Schedule (GRS); GRS
Transmittal 33
AGENCY: National Archives and Records Administration (NARA).
ACTION: Notice of new General Records Schedule (GRS) Transmittal 33.
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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 33 includes only
changes we have made to the GRS since we published Transmittal 32 in
March 2022. Additional GRS schedules remain in effect that we are not
issuing via this transmittal.
DATES: This transmittal is effective January 11, 2023.
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 Richardson,
Strategy and Performance Division, by email at
<a href="/cdn-cgi/l/email-protection#6b190e0c1e070a1f02040534080406060e051f182b050a190a450c041d"><span class="__cf_email__" data-cfemail="95e7f0f2e0f9f4e1fcfafbcaf6faf8f8f0fbe1e6d5fbf4e7f4bbf2fae3">[email protected]</span></a> or by telephone at 301-837-2902. 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#6c2b3e3f3338090d012c020d1e0d420b031a"><span class="__cf_email__" data-cfemail="024550515d5667636f426c6370632c656d74">[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 33 announces changes to the
General Records Schedules (GRS) made since NARA published GRS
Transmittal 32 in March 2022. The GRS provide mandatory disposition
instructions for records common to several or all Federal agencies per
44 U.S.C. 3303a(d).
Transmittal 33 includes alterations to three previously published
schedules. This transmittal publishes only those schedules which have
changed since they were last published in a transmittal. Other
schedules not published in this transmittal remain current and
authoritative. 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>.
1. What changes does this transmittal make to the GRS?
GRS Transmittal 33 publishes updates to:
GRS 2.3--Employee Relations Records (see question 3 below)
GRS 3.2--Information Systems Security Records (see question 4 below)
[[Page 1611]]
GRS 6.1--Email and Other Electronic Messages Managed Under a Capstone
Approach (see question 5 below)
2. What changes did we make to GRS 2.3, Employee Relations Records?
We updated items 010 and 020 to incorporate records related to
religious accommodations. Previously, these items only covered records
related to reasonable accommodations.
3. What changes did we make to GRS 3.2, Information Systems Security
Records?
We added items 035 and 036 for cybersecurity logging records to
support record retention requirements established in OMB Memo M-21-31,
Improving the Federal Government's Investigative and Remediation
Capabilities Related to Cybersecurity Incidents.
4. What changes did we make to GRS 6.1, Email and Other Electronic
Messages Managed Under a Capstone Approach?
This update expands the scope of GRS 6.1 beyond email to certain
electronic messages, as reflected in the title change: ``Email and
Other Electronic Messages Managed under a Capstone Approach.''
Agencies will now have the option of applying the GRS 6.1 Capstone
approach to:
<bullet> electronic messages affiliated with email system chat or
messaging functions, where the messages are managed independently from
the email;
<bullet> messages from messaging services provided on mobile
devices; and
<bullet> messages from messaging services on third[hyphen]party
applications.
Agencies still must submit NARA Form NA-1005, Verification for the
Use of GRS 6.1, Email and Other Electronic Messages Managed Under a
Capstone Approach, for approval to use GRS 6.1.
5. How do agencies cite GRS items?
When citing the legal disposition authority for records covered by
the GRS on NARA documents, either when transferring records to Federal
Records Centers for storage, to NARA for accessioning, or when
requesting GRS deviations on record schedules, use the ``DAA'' number
in the ``Disposition Authority'' column of the table. For example,
``DAA-GRS-2017-0007-0008'' rather than ``GRS 2.2, item 070.'' A GRS
Disposition Authority Look-Up Table is available on our website at
<a href="https://www.archives.gov/records-mgmt/grs.html">https://www.archives.gov/records-mgmt/grs.html</a>.
6. Do agencies have to take any action to implement these GRS changes?
If your agency chooses to use the Capstone approach to managing
email and other electronic messages (GRS 6.1), your agency must first
submit the form NA-1005, Verification for the Use of GRS 6.1, for NARA
review and approval. An agency may not implement GRS 6.1 until NARA
approves the form. Your agency may already have an approved form NA-
1005; agencies are, however, required to resubmit form NA-1005 every
four years per NARA Bulletin 2022-02, Resubmission of Capstone Forms.
Forms are to be submitted to <a href="/cdn-cgi/l/email-protection#115643424e4574707c517f7063703f767e67"><span class="__cf_email__" data-cfemail="a3e4f1f0fcf7c6c2cee3cdc2d1c28dc4ccd5">[email protected]</span></a>.
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. Please send these
notifications to <a href="/cdn-cgi/l/email-protection#0b4c5958545f6e6a664b656a796a256c647d"><span class="__cf_email__" data-cfemail="36716465696253575b765857445718515940">[email protected]</span></a>.
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.
7. How can an agency get copies of the new GRS?
You can download the complete current GRS, in PDF format, from
NARA's website at <a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a>.
8. Whom should an agency contact for further information?
Please contact <a href="/cdn-cgi/l/email-protection#0e495c5d515a6b6f634e606f7c6f20696178"><span class="__cf_email__" data-cfemail="d49386878b80b1b5b994bab5a6b5fab3bba2">[email protected]</span></a> with any questions related to this
transmittal.
Debra Steidel Wall,
Acting Archivist of the United States.
[FR Doc. 2023-00379 Filed 1-10-23; 8:45 am]
BILLING CODE 7515-01-P
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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.